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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2341
Database ID: 2160
Record Series Title: Program Provider/Assessment Files
Record Series Abstract: Documents relating to closed Department of Human Services provider files including assessment related documentation, provider applications, correspondence, disqualified letters, agreement letters, activity logs, enrollment and attendance forms, annual reviews, scanned forms, plans and other collateral documentation relating to the provider.
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 obligation, litigation or debt owed; file is inactive and cut off.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are created for each provider 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: 2161
Record Location: Statewide in all 95 county office and provider locations.
File Arrangement: Year then Alphabetically
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1970-current
Annual Accumulation: 1.5 Gigabytes - 73 Cubic Feet
Current Volume: 7.5 Gigabytes - 363 Cubic Feet
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
Essential Record: Yes - Original
Essential Record Stored: Original records are stored electronically with Strategic Technology Solutions (STS) in their 4 server locations across the State.
Essential Record Media Type: Electronic
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: 45 CFR 98.90-98.93
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Enrollment and Attendance Verification (EAV)
IT-ABC Number:
Hardware Description: The electronic records are permanently stored in folders on a Strategic Technology Solutions (STS) NAS device. Metadata is stored in a database on an STS server. All hardware for maintaining the records series shall be maintained in accordance with the current standards of STS.
Software Description: Documents and their metadata are captured by using multi-function devices and scanning the document by pressing the appropriate button on the multi-function device using Lexmark Document Distributor software.
System Location: Department of Human Services uses the EAV System. The electronic records are kept on a NAS device maintained and supported by STS at their Data Center.
Backup Procedures: Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: EAV documents are scanned via state mfp on the state network to a folder on an STS NAS device. A DHS .net web application is used to access the stored documents.
Metadata Description: Agency Code Agency Name Closed Date Scanned Date Scanned User Other audit elements such as deleted, active, modified, etc.
Contact Information
Contact Name: Karen Barber
Job Title: Records Liaison
Address 1: 400 Deaderick Street Citizen Plaza Building 3rd Floor
Address 2:
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): 09-15-2016 No recommended changes.
Tennessee State Libary and Archives: 09-19-2016 No recommended changes.
Comptroller Audit Review: 2016-09-15 We have reviewed RDA 2341 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-15-2016 No recommended changes.
RMD Director Recomendations: 10-13-2016 RDA 2341 is a request to revise an RDA. the retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2341.
Signed Form Received: 2016-10-13
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 2341.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
790 2341 2016-02-25 Approved
2160 2341 2016-11-03 Approved