Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11308
Database ID: 2245
Record Series Title: Family Support Program
Record Series Abstract: These records are pertaining to services that are provided to families of persons supported for special situations and instead of the families receiving Waiver services. Citizenship documentation, Employment and Community First Choices - Family Support Guidelines, Attestation Forms, HIPAA forms, Appointment forms, correspondence to contract agencies.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are received electronically and stored on Department's F & H drive. After retention time, records are destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2247
Record Location: Citizen\'s Plaza, 10th Floor, 400 Deaderick Street, Office 10.151, Nashville, TN 37243
File Arrangement: Alpha
Media Format Generated: Electronic
Media Format Stored: Electronic: Text
Date Range: 2013-current
Annual Accumulation: 100 Gigabytes
Current Volume: F Network Drive 420 GB H Network Drive 195 MB
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 75
Past Year: 60
2 - 5 Years: 25
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: Privacy Act of 1974 amended
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Privacy Act of 1974 amended
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Shared Network Storage Records are stored in the State of Tennesse Data Centers
IT-ABC Number: N/A
Hardware Description: Server Windows 2012 R2
Software Description: Windows Microsoft Word and Excel Programs
System Location: State of Tennessee Data Centers
Backup Procedures: Replication across Data Centers, Complete Weekly File Backup
Disaster Recovery: 3 month on-site 7 years - Stone Mountain
Data Migration Description: data is stored as combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file.
Metadata Description: Standard Metadata is captured when uploaded to the file server and is dependent on the file type (PDF, TXT, ETC.)
Contact Information
Contact Name: Simone N/A Cuarino
Job Title: HIPAA & Records Compliance Director
Address 1: 400 DEADERICK STREET
Address 2: 10TH FLOOR
City: NASHVILLE
Zip: 37243
Phone: 615-532-6511
Email: simone.cuarino@tn.gov
Agency: Dept. of Intellectual & Developmental Disabilities
Agency Head: DEBRA K. PAYNE, COMMISSIONER
Director: Lora Horton, Family Support Coordinator
Allotment Code: 344.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-04-2018 Please explain why State Council Meeting agendas and minutes are not being kept permanently as part of SW08 - Boards and Commission Documents
Tennessee State Libary and Archives: 10-04-2018 TSLA concurs in RMD comment.
Comptroller Audit Review: 2018-10-04 Audit concurs with RMD comments.
Agency: 10-08-2018 State council meetings and agendas will be pulled out and sent to the Library & Archives as part of SW08. Thank you!
RMD Director Recomendations: 10-12-2018 RDA 11308 is a request for a new RDA. The retention period will be ten years and destroy. The format will be electronic. Agency has indicated that council meetings and agendas will be kept under SW08, Boards and Commission Documents per staff recommendation. Recommend approval of request to create RDA 11308 with the following change: Records Series Abstract: These records are pertaining to services that are provided to families of persons supported for special situations and instead of the families receiving Waiver services. Citizenship documentation, Employment and Community First Choices - Family Support Guidelines, Attestation Forms, HIPAA forms, Appointment forms, correspondence to contract agencies.
Signed Form Received: 2018-10-12
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 11308 with the following changes: Records Series Abstract: These records are pertaining to services that are provided to families of persons supported for special situations and instead of the families receiving Waiver services. Citizenship documentation, Employment and Community First Choices - Family Support Guidelines, Attestation Forms, HIPAA forms, Appointment forms, correspondence to contract agencies.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
2245 11308 2018-10-30 Approved with Changes