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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10163
Database ID: 1428
Record Series Title: E-CASE OMBUDSMAN CASE MANAGEMENT SYSTEM
Record Series Abstract: THE PROGRAM IS DEDICATED TO THE CASE MANAGEMENT ACTIVITIES RELATED TO THE INVESTIGATION OF ALLEGED ACTIONS OF THE TENNESSEE DEPARTMENT OF CHILDREN'S SERVICES AND OTHER FUCTIONARIES. INFORMATION CONTAINED WITHIN CONSIST OF CHILD'S NAME, ADDRESS, ETC
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated and stored in paper or electronic format. Electronic records will be stored in agency for 5 years. Paper records are kept for 5 years. Paper records can be transferred to State Records Center after cut off and will be stored for 5 years. After retention records will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1428
Record Location: Andrew Jackson State Office Building, 9th Fl Nashville,Tn 37243
File Arrangement: Case number
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1994 - current
Annual Accumulation: 1 GB; 1 cubic feet
Current Volume: 18 GB; 1 cubic feet
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 50
Past Year: 10
2 - 5 Years: 10
Over 5 Years: 10
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Andrew Jackson Building, 9th Floor, 502 Deaderick St, Nashville, TN 37243
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 10-7-504 (8) and TCA 37-5-107 (7)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 2
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 37-3-103 (E), (1), (3) and (4),
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TCCY Ombudsman Program
IT-ABC Number:
Hardware Description: Cloud based services provided by STS from Microsoft Government Sector as part of contract.
Software Description: Microsoft SharePoint cloud hosted application
System Location: Microsoft Government Cloud
Backup Procedures: Vendor backup procedures guarantees on file as part of contract.
Disaster Recovery: Vendor disaster recovery guarantees on file as part of contract.
Data Migration Description: Procedures outlined in contract for updating software or for end of contract migration to new vendor.
Metadata Description: Case number, First Name, Last Name, Contact, City, Date
Contact Information
Contact Name: Bill Latimer
Job Title: IS Director
Address 1: 502 Deadrick Street
Address 2:
City: Nashville
Zip: 37243
Phone: 615-532-8695
Email: bill.latimer@tn.gov
Agency: TN Commission on Children and Youth
Agency Head: Linda ONeal
Director: Gerald Papica
Allotment Code: 31601
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 07-27-2017 No recommended changes.
Tennessee State Libary and Archives: 08-02-2017 No recommended changes.
Comptroller Audit Review: 2017-08-15 We have reviewed RDA 10163 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-15-2017 Thank you.
RMD Director Recomendations: 08-16-2017 RDA 10163 is a request to revise an RDA. The retention will increase from three years to five years and destroy. The format will remain paper/electronic. The Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10163.
Signed Form Received: 2017-08-16
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 10163.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1428 10163 2017-09-07 Approved