An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11456
Effective Date
Record Series Abstract
These records are created by licensed mental health professionals employed by Department of Children's Services. The records may contain intake documentation, Form CS-04235 Consent to Treatment, Form CS-0559 Authorization of Release of Information, treatment plans, therapy case notes and any informal case notes related to mental health assessments or direct services provided to DCS clients.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
These files will be cut off when services are no longer being provided and remain inactive until the client reaches age 19. The files will be considered closed at age 19 and will be maintained for 10 years.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These files will be cut off when services are no longer being provided and will remain inactive until the client reaches the age of 19. The files will be considered closed at age 19 and will be maintained within the agency for 5 years and moved to the SRC for the remaining 5 years. Once the 10 year retention has been completed, then the records will be destroyed by state approved methods.
Worksheet
Record Location
These files will be located at 200 Athens Way 2nd Floor in locked fireproof cabinets under the control of the DCS Director of Psychology
File Arrangement
Alphanumeric
Media Format Generated
Paper
Media Format Generated Summary
Paper: Sheet
Media Format Stored
Paper
Media Format Stored Summary
Paper: Sheet
Date Range
08/2021 to Current
Agency
Allotment Code
359.10
Annual Accumulation
.5cuft
Current Volume
2cuft
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
These files will be located at 200 Athens Way 2nd Floor in locked fireproof file cabinets under the control of the DCS Director of Psychology.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5
Records Center Retention Period
5
Retention Legal Citation
TCA 10-7-504, TCA 33-1-101, TCA 33-8-202, 45 CFR 164.501
RDA Comments
Records Management Division (RMD)
01-25-2024
No recommended changes.
Tennessee State Library and Archives
01-31-2024
No recommended changes.
Comptroller Audit Review
02-02-2024
We have reviewed RDA 11456 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-02-2024
DCS has no further changes
RMD Director
02-27-2024
RDA 11456 is a request to create an RDA. The retention period will be ten years and then destroy. The format will be paper. Recommend approval of the request to create RDA 11456.
Public Records Commission
04-24-2024
PRC approves RDA 11456