Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2982
Database ID: 1176
Record Series Title: HOME COUNTY CHILD CASE FILES
Record Series Abstract: Original case files records may include demographics, assessment, treatment, permanency place, case recordings, notes, placement and other miscellaneous information on Social Services and Juvenile Justice children that are no longer in the physical custody, control or supervision of the state.
Record Series Active: No
Cut Off at End of: Other
If Other, Explain: Case records will be cut off at closure and retained until the youngest Alleged Child Victim’s (ACV) 18th birthday then destroyed. If the case record closes within 7 years of the youngest ACV’s 18th birthday or after youngest ACV’s 18th birthday, records will be cut off at closure and retained 7yrs then destroyed
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Counsel on Accreditation requires that Department of Children Services maintain records until ACV reaches age of majority (age 18) or 7yrs after case closure, whichever is longer. Example: If child is age 3, agency will hold that record until the child's 18th birthday and destroy the record at that time. If the child is age 16, the record will be held 7 years from closure so that record will not be destroyed until that child reaches age 23.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1176
Record Location: All DCS Offics and State Records Senter
File Arrangement: ALPHABETICAL (LAST NAME, FIRST NAME)
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 1985-2011
Annual Accumulation: As of 2011, no records have been created under RDA 2982. These records were replaced by RDA 11016. Due to the RDA 11016 containing records on ALL children in the family, RDA 2982 cannot be retired until all records have reached their retention cycle.
Current Volume: 18,200cuft paper
Record Value: Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 6
Past Year: 3
2 - 5 Years: 2
Over 5 Years: 1
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: Other Child Protection Agencies in other states have a right to these records under 37-5-107.
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA 37-2-408
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7yrs but can be moved to the State Records Center after 1yr if space needs require.
Agency Retention - Years Active: 7
Agency Retention - Years Inactive: 7
Records Center Retention Period: 7
Final Disposition after Retention Expires:
Legal Citation: TCA 37-2-408, US Code Title 42,RPM 6.02
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: Records Officer
Address 1: 500 James Robertson Parkway
Address 2: 2nd Floor
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): 05-19-2016 No recommended changes
Tennessee State Libary and Archives: 05-19-2016 No recommended changes.
Comptroller Audit Review: 2016-05-24 We have reviewed RDA 2982 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-25-2016 No changes needed
RMD Director Recomendations: 05-27-2016 RDA 2982 is a request to revise an RDA. The cut off will change from the fiscal year after the 24th birthday of the child to case closure. The retention period will remain seven years but the with addition that it is provided that youngest alleged child victim is now over the age of eighteen. The format will remain paper. The Abstract, Disposition Notes, and Worksheet have been updated as well. Recommend approval of request to revise RDA 2982.
Signed Form Received: 2016-05-27
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 2982
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1176 2982 2016-06-22 Approved