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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2984
Database ID: 1178
Record Series Title: CLOSED CHILD WELFARE BENEFIT/ ADOPTION ASSISTANCE CASE FILES
Record Series Abstract: TO HELP DETERMINE IF A STATE IS IN COMPLIANCE WITH THE FEDERAL IV-E CHILD ELIGIBILITY REQUIREMENTS AND TO VALIDATE THE BASIS OF A STATE'S FINANCIAL CLAIMS TO ENSURE THAT APPROPRIATE PAYMENTS WERE MADE ON BEHALF OF ELIGIBLE HOMES AND INSTITUTIONS.CS-0460 INTENT TO ADOPT PLACEMENT AGREEMENT(PART 1) AND APPLICATION FOR ADOPTION ASSISTANCE(PART 2), AND CS-0674 SPECIAL OR EXTRAORDINARY BOARD RATE REQUEST AND THE ACCOMPANYING DOCUMENTATION(ADOPTION ASSISTANCE CASE FILE(RECORD) PER ADMIN. ETC.
Record Series Active: Yes
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 of Accreditation requires that Department of Children Records 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: 1178
Record Location: Statewide DCS offices
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 01/01/1996 - current
Annual Accumulation: 145 cu. ft.
Current Volume: 2850 cu. ft.
Record Value: Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 5
Past Year: 3
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: All IV-E funding is subject to Federal audit and these records determine Federal IV-E eligibility for children in the custody of the State of Tennessee
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: T.C.A. 37-2-408
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active: 7
Agency Retention - Years Inactive: 7
Records Center Retention Period: 7
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 37-2-408, US Code Title 42, COA 6.02, 45CFR Part 75.361
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
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Software Description:
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Backup Procedures:
Disaster Recovery:
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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 2984 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 2984 is a request to revise an RDA. The cut off will change from 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 Title, Abstract, Disposition Notes, and Worksheet have been updated as well. Recommend approval of request to revise RDA 2984.
Signed Form Received: 2016-05-27
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 2984
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1178 2984 2016-06-22 Approved
2532 2984 2019-05-22 Approved