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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2877
Database ID: 1081
Record Series Title: Closed Department of Children Services Foster Home Case Files
Record Series Abstract: FILES CONTAINING INFORMATION THAT MAY INCLUDE MEDICAL, SOCIAL, FINANCIAL, TRAINING CERTIFICATIONS, ETC., ON APPROVED DEPARTMENT OF CHILDREN'S SERVICES FOSTER HOMES THAT NO LONGER PROVIDE SERVICES TO AGENCY CLIENTS.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Date of Closure
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: THE FILES ARE TO BE CUT OFF ON DATE OF CLOSURE AND HELD 7 YEARS; THEN DESTROY.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1081
Record Location: All Department of Children Services Regional Offices
File Arrangement: ALPHABETICAL (LAST NAME, FIRST NAME)
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 1995 to present
Annual Accumulation: 150cuft
Current Volume: 3000
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 2
Past Year: 2
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: Shared with Federal Auditors as required
Essential Record: FALSE
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA37-2-408
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 year
Agency Retention - Years Active: 1yr
Agency Retention - Years Inactive: 6yr
Records Center Retention Period: 6yr
Final Disposition after Retention Expires: Destroy
Legal Citation: COA RPM 6.02, TCA 37-2-408, US CODE 47 CFR CAPTA, US CODE 47 CFR Part 75:361
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 William Brown
Job Title: ISM-1 Records Manager
Address 1: 500 James Robertson Parkway
Address 2:
City: Nashville
Zip: 37243
Phone: 615-833-8917
Email: chuck.brown@tn.gov
Agency: Dept. of Children's Services
Agency Head: Commissioner Bonnie Hommrich
Director: John Johnson
Allotment Code: 359.10
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-03-2016 No recommended changes.
Tennessee State Libary and Archives: 03-03-2016 No recommended changes.
Comptroller Audit Review: 2016-03-03 We have reviewed RDA 2877 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-17-2016 No Recommended changes
RMD Director Recomendations: 04-15-2016 RDA 2877 is a request to revise an RDA. The retention period will decrease from twenty-five years to seven years. The format will remain paper. Recommend approval of request to revise RDA 2877.
Signed Form Received: 2016-03-21
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 2877
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1081 2877 2016-06-22 Approved