Core Data
RDA Number
11509
Effective Date
Mon, 04/20/2026
Record Series Abstract
This records series consists of Child Care records for licensed or unlicensed ineligible providers and/or illegal operators, complaints, CC investigation files, provider files (if applicable), legal orders, petitions, permanent injunctions and supporting documentation for individuals determined to be ineligible providers or illegal operators.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After legal determination of an ineligible provider or illegal operator
Total Retention Years
50
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off after legal determination of an ineligible provider or illegal operator and will be retained for 50 years. Files are maintained electronically, once records have reached retention, records will be destroyed by state approved methods.
Worksheet
Record Location
Electronic records are maintained in SharePoint (archived) and the Child Care case management system, E-Licensing within Service Now/Box.
File Arrangement
Alpha and Numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2018 to Present
Agency
Allotment Code
345
Annual Accumulation
200 provider files - 36 GB
Current Volume
600 provider files - 825 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Electronic records are maintained in SharePoint (archived) and the Child Care case management system, E-Licensing within Service Now/Box.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
50 years
Records Center Retention Period
0
Retention Legal Citation
45 C.F.R. Part 98.90 (e)(1) and (2) also subsection 98.101 (e)
T.C.A. §§ 71-3-504
DHS Rule: 1240-04-01
T.C.A. §§ 71-3-504
DHS Rule: 1240-04-01
Electronic Records Plan Inventory
System Name
Service Now Box / MS SharePoint 365
Hardware Description
Service Now and Box are hosted in their respective cloud data centers. Box is hosted by Google and Service Now is self hosted by Service Now.
Files created May 2022 and prior are stored in SharePoint hosted in SharePoint Online, part of statewide tenant for TN, physical host is Azure\O365.
Files created May 2022 and prior are stored in SharePoint hosted in SharePoint Online, part of statewide tenant for TN, physical host is Azure\O365.
Software Description
SharePoint Online is a MS 365 Azure hosted platform in compliance with Fed Ramp and state requirements concerning security and use, files and metadata for Child Care Providers are stored. Box is similar to SharePoint, used to store files and metadata for Child Care. Service Now platform similar to SP and Box, can store files, and host systems\workflows.
System Location
Service Now and Box are both hosted in their respective clouds. Box is hosted in Google and Service Now is self hosted by Service Now.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Files are uploaded to Box from within the Service Now System. Data is entered directly into SharePoint, files that are needed are uploaded directly in SharePoint using SharePoint default functionality.
RDA Comments
Records Management Division (RMD)
Wed, 03/11/2026
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 11509 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Wed, 03/18/2026
No additional comments.
RMD Director
Mon, 03/23/2026
RDA 11509 is a request to create an RDA. The retention period will be fifty years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11509.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 11509.
