Core Data
RDA Number
11511
Effective Date
Mon, 04/20/2026
Record Series Abstract
Records series includes but is not limited to Initial and Renewal Licensure application with supplemental documents consisting of Initial and Renewal Licensure survey document, as well as Initial and Renewal Licensure licensing documents.
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
Paper records were created and kept on site in regions, beginning 2014.
As of 2021, records have been created electronically and are maintained on the department's shared drive until retention time expiration, with an end action of destroying the record in accordance with state-approved methods.
Any existing paper records (2020) will be scanned (into the department’s shared drive) and verified for accuracy and usability prior to the destruction of paper records in each respective region.
As of 2021, records have been created electronically and are maintained on the department's shared drive until retention time expiration, with an end action of destroying the record in accordance with state-approved methods.
Any existing paper records (2020) will be scanned (into the department’s shared drive) and verified for accuracy and usability prior to the destruction of paper records in each respective region.
Worksheet
Record Location
Paper records are stored at the following locations and electronic records are stored on the department's shared drive.
East Tennessee Office of DDA Licensure
Middle Tennessee Office of DDA
West Tennessee Office DDA Licensure
East Tennessee Office of DDA Licensure
Middle Tennessee Office of DDA
West Tennessee Office DDA Licensure
File Arrangement
Alphabetical order
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2014 to current
Allotment Code
344.01
Annual Accumulation
4 Gigabytes
Current Volume
Paper: 65 CF
Electronic: 69 Gigabytes
Electronic: 69 Gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Dept. of Health & Human Services (DHHS)
Centers for Medicare & Medicaid (CMS)
Centers for Medicare & Medicaid (CMS)
Essential Record
Yes - Original
Essential Record Stored
DDA Server
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Records Center Retention Period
N/A
Retention Legal Citation
TCA 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
Restore from appropriate backup is requested for file and folder situations, full DR procedures are maintained by the State Data Center.
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)
Thu, 03/12/2026
No recommended changes.
Tennessee State Library and Archives
Tue, 03/17/2026
No recommended changes.
Comptroller Audit Review
Thu, 03/12/2026
We have reviewed RDA 11511 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 11511 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 11511.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 11511.
