Core Data
RDA Number
11465
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records pertaining to contracted providers that contain but are not limited to various reports, notes, charts and contracts of Fiscal Accountability Review (FAR), Review Working Papers and Risk Management (RM) documents. These are pertaining to quality assurance audits of contracted providers.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records until 2022 were created and kept in paper format. Beginning 2023, all records have been created in electronic format. All paper records are stored at the Middle Tennessee Regional Office Campus. All electronic records (2023-current) are stored on the department's Sharepoint drive. Records are maintained within agency and kept 6 years after cutoff and destroyed at the end of the retention time in accordance with state approved methods.
Worksheet
Record Location
Paper: 301 Stewarts Ferry Pike, Nashville, TN (MTRO Campus Warehouse) and 275 Stewarts Ferry Pike, Nashville, TN (MTRO Campus Fir Cottage)
All electronic records (2023-current) are stored on the department's Sharepoint drive.
All electronic records (2023-current) are stored on the department's Sharepoint drive.
File Arrangement
numeric by year
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2020 to current
Allotment Code
344.01
Annual Accumulation
Electronic: 5GB
Paper: N/A, no longer accumulating paper records since 12/2022
Paper: N/A, no longer accumulating paper records since 12/2022
Current Volume
Paper: 239 CF
Electronic: 5GB
Electronic: 5GB
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
T.C.A. 33-3-103, T.C.A. 52-3-103 and 45 C.F.R. Parts 160 & 164
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
Shared File Servers/FileNet
Hardware Description
Virtual Server at the State Data Center
Software Description
SharePoint
System Location
State of Tennessee SharePoint database server
Backup Procedures
STS SharePoint Group has the documentation for backup procedures.
Disaster Recovery
STS SharePoint Group has the current DR Plans.
Data Migration Description
All these records are stored electronically and periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file.
RDA Comments
Records Management Division (RMD)
Fri, 09/19/2025
Recommend that retention should remain 10 years, which is the standard for internal audit working papers.
Update: After discussions with the agency the legal citation for a six-year retention was clarified. An agency memo has been added to the documentation. There are no recommended changes. 09-18-2025
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11465 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Thu, 09/25/2025
RDA 11465 is a request to revise an RDA. The retention period will change from ten years to six years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11465.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11465
