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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2875
Database ID: 2124
Record Series Title: Closed Department of Children Services - Residential Treatment Facilities child case file.
Record Series Abstract: Original case file records, including demographics, assessment, permanency plan, disciplinary reports, photographs, and other miscellaneous information, but not to include specific educational records, specific medical records, or case 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) 19th birthday then destroyed. If the case record closes within 7 years of the youngest ACV’s 19th birthday or after youngest ACV’s 19th 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 we maintain records until ACV reaches age of majority (age 18) or 7yrs after case closure, whichever is longer. Children can remain in Residential Treatment Facilities until age 19 so the Example: 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: 2126
Record Location: Department of Children\'s Services Youth Development Centers
File Arrangement: ALPHA
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 7/1/1996 - CURRENT
Annual Accumulation: 143 CU. FT
Current Volume: 720 CU. FT.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 3
Past Year: 2
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: Can be released in accordance with TCA 37-5-107 to any agency conducting child protective services. Federal Criminal Justice System, office of juvenile justice.
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: TCA 37-2-408
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active: Until age 19 of child
Agency Retention - Years Inactive: 7
Records Center Retention Period: 7
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 37-2-408, TCA 37-1-612 Risk Prevention Management Rule 6.02 from Council on Accreditation
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
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Backup Procedures:
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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: Debbie Miller
Allotment Code: 359.10
Status
Action Requested: Revision
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 2875 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-19-2016 No changes needed
RMD Director Recomendations: 06-01-2016 RDA 2875 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 nineteen. The format will remain paper. The Title, Abstract, Disposition Notes, and Worksheet have been updated as well. Recommend approval of request to revise RDA 2875.
Signed Form Received: 2016-05-31
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 2875
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1079 2875 2014-02-20 Approved
2124 2875 2016-06-22 Approved