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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11107
Database ID: 2035
Record Series Title: Program Files
Record Series Abstract: Records include but not limited to: ELDER ABUSE INFORMATION, STATE HEALTH INSURANCE ASSISTANCE PROGRAM (SHIP) RECORDS, TITLE VI REPORTS FOR SITE VISITS, AND TITLE III CLIENT FILES.
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 in paper and electronic format and kept in format generated. After retention period records are destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2037
Record Location: 502 Deaderick St. Nashville, TN 37243
File Arrangement: Chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2011 to current
Annual Accumulation: 4 cubic feet; 55,000 kb
Current Volume: 6 cubic feet; 213,659 kb
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 100
Past Year: 50
2 - 5 Years: 10
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive: 5 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: AGIS Network; GrantSolutions.gov; Harmony Information Systems
IT-ABC Number:
Hardware Description: OIR State Server; third-party servers for third-party services
Software Description: OIR State-approved desktop applications; third-party services listed here are browser-based
System Location: OIR State Server; AGIS: Saint Louis, Missouri; Harmony: Essex Junction, Vermont; GrantSolutions.gov: Unknown
Backup Procedures: OIR State daily backup; AGIS daily backup; Harmony Information Systems daily backup; GrantSolutions.gov: Unknown
Disaster Recovery: OIR State daily backup; AGIS, Harmony, and GrantSolutions.gov will operate under their own disaster recovery plans
Data Migration Description: OIR Data Migration Procedure; AGIS, Harmony, and GrantSolutions.gov will have their own data migration policies in place
Metadata Description: File Name, Date Created, File Type, & Date Modified
Contact Information
Contact Name: Janet Lamb
Job Title: Lawyer
Address 1: Andrew Jackson Building, 9th Floor
Address 2: 502 Deaderick Street
City: Nashville
Zip: 37243
Phone: 615-253-3634
Email: janet.lamb@tn.gov
Agency: TN Commission on Aging and Disability
Agency Head: Jim Shulman
Director: Kathy Zamata
Allotment Code: 31602
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-04-2015 No recommended changes.
Tennessee State Libary and Archives: 06-04-2015 No recommended changes.
Comptroller Audit Review: 2015-06-08 We have reviewed RDA 11107 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-08-0215 Thank you.
RMD Director Recomendations: 06-09-2015 RDA 11107 is a request for a new RDA. The retention period will be five years and the format paper/electronic. This RDA will allow for the retirement of RDAs 10058, 3001, 3008, & 3012. Recommend approval of RDA 11107
Signed Form Received: 2015-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 11107.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2035 11107 2015-06-23 Approved