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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1717
Database ID: 2159
Record Series Title: Family Assistance Client Files
Record Series Abstract: Records include but not limited to client application, identity, address, income, citizenship verification, change report form, correspondence, client notices, benefit issuance amount, disposition of case information, request for benefit replacement, drug screening questionnaire, drug test referral, substance abuse evaluation & drug treatment referral, and other collaborative supporting verification.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are cut off when the Federal Government notifies the State that the records are no longer needed and or when the client is deceased or reaches their 80th birthday.
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Data collected from the paper records is used to create an electronic Client Case File. Program Staff input the data into the Family Assistance ACCENT database. Once data is verified in ACCENT, paper records are maintained for 1 year and then destroyed. The electronic Case Files stored in ACCENT are kept indefinitely and all information contained therein is considered of administrative and fiscal importance. In addition, Child Support, Temporary Assistance to Needy Families (TANF), Disability Determination Services (DDS) and DHS Office of Inspector General (OIG), utilize the data collected in ACCENT in their respective program functionality. At any time during the life of a client, one could apply for or have an indirect or renewed need for benefits or claims. Client information in the ACCENT database allows the agency to determine the necessary and allowable benefit assistance to be awarded, or other financial obligations required to be reimbursed by the client. If there is, or has been, an intended program violation (IPV), the agency will serve notice to the household and all records will be kept indefinitely per 7 CFR 272(d)(2).
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2160
Record Location: Client files are located Statewide in all DHS county offices and accessed via computer by authorized program staff.
File Arrangement: Alpha and Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1990 - Current
Annual Accumulation: paper: 6 cubic feet / electronic: 15.9 gigabytes
Current Volume: paper: 16 cubic feet / electronic: 311 gigabytes
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 999
Past Year: 999
2 - 5 Years: 999
Over 5 Years: 999
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: United States Department of Agriculture (USDA), United States Department of Health & Human Services (HHS), Office of Child Support Enforcement (OCSE), Internal Revenue Service (IRS)
Essential Record: Yes - Original
Essential Record Stored: The essential record is housed in the ACCENT database which is maintained and stored offsite at Iron Mountain Data Center in Colorado.
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 45 CFR 92.42/7 CFR 272.1/T.C.A 71-3-1203 through 71-3-1206/ DHS Rules Chapter 1240-01-13
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 1 year paper, electronic permanent
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: 45 CFR 92.42/7 CFR 272.1/T.C.A 71-3-1203 through 71-3-1206/ DHS Rules Chapter 1240-01-13
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ACCENT
IT-ABC Number:
Hardware Description: IBM ZOS 1.13 Mainframe
Software Description: IMS Data Base; COBOL, TELON Software
System Location: IBM Data Center Boulder, Colorado
Backup Procedures: Database backups are taken each weekend and are kept for 6 weeks in the IBM secured data center. Three weeks of disaster recovery backups are sent to a secured offsite location. Currently the offsite vendor is “Iron Mountain” in Colorado. IMS Database Change Accumulations are created daily, stored off-site, and are available if needed for disaster recovery/forward processing along with the disaster recovery database backups.
Disaster Recovery: The goal of the Disaster Recovery is to restore the use of the ACCENT system to the user community as quickly as possible following any disaster which impacts the availability of this system to the users. Recovery of this system must be given a high priority since it impacts the delivery of benefits to our clients. Workers use the Offline Interview form and the Interview Checklist when ACCENT is not available. New employees are trained during TOPNET (Worker Training) how to conduct an interview in the unlikely event that ACCENT is not available.
Data Migration Description: All modifications and enhancements to ACCENT programs must be made in the development region. Unit testing is performed in this same region, using test data created by the programmers and functional tests created by the analysts. Once a program has been successfully unit tested by the programmers and functional tests created by the analysts the program is compiled into the acceptance test region for testing by acceptance test staff. Acceptance test consists of state office policy staff and DHS analysts. A program must pass formal acceptance testing before it can be moved into the production region. The migration of all new or changed code is controlled through the Member Migration Form which must be signed by the ACCENT Project Director or backup, the Acceptance Tester and the Acceptance Test Team Manager.
Metadata Description: Application Registration (AR) Case Individual Claims (Recovery) Caseload Worker Audit Trail Case Running Record Case Activity Audit Trail Cash Benefits Issued – 1992 to Current Food Stamp Benefits Issued – 1992 to Current Medicaid Benefits Issued – 1992 to Current Client Notices – 1992 to Current individual Data Exchange – (IRS, SSA, Wages, New Hire, Unemployment and Birth Matches) Families First History Electronic Benefits Transfer History
Contact Information
Contact Name: Karen Maclin-Barber
Job Title: TDHS Records Liaison
Address 1: Citizens Plaza Building, 3rd Floor
Address 2: 400 Deaderick Street
City: Nashville
Zip: 37243
Phone: 615-253-1195
Email: karen.maclin-barber@tn.gov
Agency: Dept. of Human Services
Agency Head: Commissioner Raquel Hatter
Director: Pennye Neal
Allotment Code: 345.00
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 07-28-2016 No recommended changes.
Tennessee State Libary and Archives: 07-28-2016 No recommended changes.
Comptroller Audit Review: 2016-08-01 We have reviewed RDA 1717 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-03-2016 No recommended changes.
RMD Director Recomendations: 09-30-2016 RDA 1717 is a request to revise an RDA. The retention period will change from three years to five years and the format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1717.
Signed Form Received: 2016-09-30
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 1717
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
376 1717 2016-02-25 Approved
2159 1717 2016-11-03 Approved