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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11184
Database ID: 2150
Record Series Title: Child and Adult Care Food Program/Summer Food Services Program Sponsor Files (CACFP/SFSP)
Record Series Abstract: This record series consists of sponsor application, sponsor agreement, license to operate, monitoring report, documentation of National Disqualified List (NDL) verification, approval letter, attestation agreement, activity log, annual review, budget, contract, health inspection, enrollment and attendance verification, organization plan, policy & procedure and all other required collateral documentation and correspondence.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When the agreement and or contract has been fulfilled and there is no outstanding debt owed, litigation, or audit hold, file is inactive and cut off.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: A file is created for each program sponsor and maintained in agency or at a State approved off-site storage facility. Both paper and electronic versions are kept for 5 years after cut off, then destroyed according to state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2151
Record Location: Statewide, in county Human Services offices.
File Arrangement: Year then Alphabetically
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2000 to current
Annual Accumulation: 95 cubic feet / 8 Gigs
Current Volume: 85 cubic feet / 2 Gigs
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 999
Past Year: 500
2 - 5 Years: 100
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Department of Agriculture, Food and Nutrition Services
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:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 7 CFR 225.8(a) and 7 CFR 226.10(d)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Tennessee Information Payment System (TIPS)
IT-ABC Number:
Hardware Description: System is hosted on 2 VM’s with 4 CPU’s, 8GB RAM, and 200 GB Storage.
Software Description: Windows Server 2012R2, IIS, MS SQL 2012
System Location: Austin, Texas
Backup Procedures: Full DB backups are performed nightly and stored on the VM. VM backups are also performed nightly and stored in the backup system storage
Disaster Recovery: The VMs are hosted across 3 physical hosts with sufficient capacity to endure any single physical host failure. In the event of any physical failure, the VM can be migrated to a new physical host. For any other VM-based failures, VM images can be restored from backup.
Data Migration Description: All modifications to the TIPS program will be submitted
Metadata Description: Sponsor ID, Sponsor Name, Edison Number, FEIN, Legacy Agreement Number, County, Packet Status, Program Status, Packet Assigned To, Field Service Rep, Address, Site Sear
Contact Information
Contact Name: Karen Maclin-Barber
Job Title: Records Liaison
Address 1: 400 Deaderick Street
Address 2: Citizens Plaza Building, 3rd Floor
City: Nashville
Zip: 37243
Phone:
Email: karen.maclin-barber@tn.gov
Agency: Dept. of Human Services
Agency Head: Commissioner Raquel Hatter
Director: Director Pennye Neal
Allotment Code: 345.00
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-08-2016 No recommend changes.
Tennessee State Libary and Archives: 09-08-2016 No recommended changes.
Comptroller Audit Review: 2016-09-08 We have reviewed RDA ID2150 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-08-2016 No recommended changes
RMD Director Recomendations: 09-30-2016 RDA 11184 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11184.
Signed Form Received: 2016-09-30
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 11184.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2150 11184 2016-11-03 Approved