Core Data
RDA Number
11512
Effective Date
Mon, 04/20/2026
Record Series Abstract
Record consists of applications and supporting documents received from contracted provider agencies seeking exemption from policies governing hiring/retention restrictions, Event Management Committee meetings, delegation of Professional Services Licensing duties, etc.; meeting records (including individual committee members' votes), disposition letters, and monthly audits where these applications were reviewed by the PERC.
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
Applications and support materials such as background checks are submitted electronically. These documents are stored and maintained in accordance with state-approved methods for the duration of the six-year retention period. Weekly agendas which capture attendance by voting members and the outcome of votes recorded in weekly meetings are scanned into the electronic record, then destroyed. After six years, all records (paper & electronic) will be destroyed in accordance with state-approved methods.
Prior to March 2017, records were created and stored in paper format as well as electronic archives.
Prior to March 2017, records were created and stored in paper format as well as electronic archives.
Worksheet
Record Location
Sharepoint and DDA Central Office
File Arrangement
Alphabetic by requesting agency name
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Date Range
2012 to current
Allotment Code
344.01
Annual Accumulation
Paper: approximately 5 CF (2012-2017)
Electronic: 1.4 GB (average)
Electronic: 1.4 GB (average)
Current Volume
Paper: 36 CF
Electronic: 10 GB
Electronic: 10 GB
Record Value
Administrative
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, 45 C.F.R., Parts 160 & 164
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Records Center Retention Period
N/A
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
The Department’s Shared File Servers and, where applicable, within the Department-wide Microsoft SharePoint Online environment.
Hardware Description
Records are stored on virtualized server infrastructure hosted within the State Data Center. SharePoint Online records are hosted within Microsoft’s cloud infrastructure under the State’s enterprise agreement, with data redundancy managed across geographically dispersed data centers.
Software Description
Records are created, accessed, and managed using standard Microsoft applications. File shares are accessed through secure network authentication. SharePoint repositories are accessed through secure web-based authentication integrated with the State’s identity management system.
System Location
Shared file server infrastructure is physically housed within the State Data Center.
SharePoint Online data is hosted within Microsoft’s secure cloud infrastructure under the State’s enterprise tenant.
SharePoint Online data is hosted within Microsoft’s secure cloud infrastructure under the State’s enterprise tenant.
Backup Procedures
Data stored on shared file servers is replicated across State data centers to ensure redundancy and high availability. Nightly disk-based backups are performed and retained for 30 days. After this period, backup data is written to a secure cloud storage tier where it is retained for up to seven years in accordance with State retention and recovery standards. SharePoint Online data is protected through Microsoft-managed redundancy within geographically dispersed data centers, along with versioning and retention capabilities configured under the State’s enterprise policies. Backup operations and oversight are centrally managed through State enterprise IT services.
Disaster Recovery
STS SharePoint Group has the current DR plans.
Data Migration Description
Data migration procedures are on file with Strategic Technology Solutions (STS). The procedures meet or exceed the current standards of the State's Strategic Technology Solutions (STS) guidance.
RDA Comments
Records Management Division (RMD)
Tue, 03/17/2026
No recommended changes.
Tennessee State Library and Archives
Tue, 03/17/2026
No recommended changes.
Comptroller Audit Review
Mon, 03/16/2026
We have reviewed RDA 11512 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 03/17/2026
Thank you!
RMD Director
Tue, 03/24/2026
RDA 11512 is a request to create an RDA. The retention period will be six years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11512.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 11512.
