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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11297
Database ID: 2413
Record Series Title: Closed DCS Due Process Files
Record Series Abstract: Documents that may be included in this record series include but are not limited to rebuttal documentation, physical evidence (e.g. DVDs and bound review content), correspondence received via fax, copies of emails and postal service mail, proof of receipt returned as a part of paid postage through the USPS (which is required documentation per state rules), and other documentation resulting from appeal actions (I.e. orders and notifications issued by the administrative law judge, juvenile court or criminal court orders, etc.).
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off after all Due Process steps have been completed
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The record series is generated and maintained in paper format. Once record series has been cut off and retention has been reached, records will be destroyed via state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2426
Record Location: 315 Deaderick Street 7th Floor Nashville, TN 37238
File Arrangement: Alpha/Numeric
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: Jan 2010 to Current
Annual Accumulation: 17.5 cuft Annually
Current Volume: 139cuft
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 8
Past Year: 6
2 - 5 Years: 3
Over 5 Years: 1
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA 37-5-107, 37-1-612
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7yrs
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 6
Records Center Retention Period: Up to 7 years if space needs requres the records to be sent to State Records Center
Final Disposition after Retention Expires: Destroy
Legal Citation: Rules 0250-07-09, TCA 4-5-226, 37-1-612, 37-1-616, 37-1-101, 37-5-101, 37-5-106, 37-5-107, 37-5-112, 37-5-512
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Charles W Brown
Job Title: DCS Records Manager
Address 1: Davy Crockett Building 2nd Floor
Address 2: 500 James Robertson Parkway
City: Nashville
Zip: 37243
Phone: 615-487-7266
Email: chuck.brown@tn.gov
Agency: Dept. of Children's Services
Agency Head: Commissioner Bonnie Hommrich
Director: Colette Crawley
Allotment Code: 359.10
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-21-2018 No recommended changes.
Tennessee State Libary and Archives: 06-21-2018 No recommended changes.
Comptroller Audit Review: 2018-06-26 We have reviewed RDA ID2413 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 07-24-2018 DCS is ready to move forward with this RDA. No changes are required.
RMD Director Recomendations: 08-10-2018 RDA 11297 is a request to create a new RDA. The retention period will be seven years and destroy. The format will be paper. Recommend approval of request to create RDA 11297.
Signed Form Received: 2018-08-09
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 11297.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2413 11297 2018-10-30 Approved