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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 376
Database ID: 23
Record Series Title: Disability Determination Services (DDS) Records.
Record Series Abstract: This record series consist of documents used in determining disability claims including but not limited to: Development Action Notes, Prior File Request, Activities of Daily Living, Medical Assessment-Physical, Medical Assessment-Psychological, Social Security Notices, Disability Determination and Transmittal, Copies of Form SSA-831-U3, Form SSA-833, Cessation or Continuance of Disability Determination and Transmittal, Correspondence, Related Case Materials or Equivalent Documents, State Agency Working copies, Provider Acceptance and Claim for Payment, Development Summary Worksheet, Work History Report, Function Report, Notice of Disability Claim and Explanation of Determination.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off happens when the claim is fully adjudicated.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: TDHS, Rehabilitation Services, Disability Determination Services (DDS) records are created or received by DDS State Agencies in implementing Title II and XVI of the Social Security Act. The DDS, under Social Security Administration (SSA) regulations, makes the medical determination for claimants, who apply for Disability Insurance (DI) and Supplemental Security Income (SSI) benefits, alleging a disability. Records may be be maintained in either paper or electronic format. Records are retained in agency until claims are fully adjudicated. All files and collateral documentation are then returned to SSA. The electronic file is available through the Social Security Administration (SSA) database for the remainder of retention, where they are maintained in accordance with SSA records retention guidelines.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 23
Record Location: Federally Maintained System and TDHS Rehabilitation Services, Disability Determination Services (DDS), 220 Athens Way, Nashville, TN 37228
File Arrangement: Alpha/Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2011 - Current
Annual Accumulation: 7cf / 5gb
Current Volume: 13cf / 15gb
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 500
Past Year: 100
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Social Security Administration
Essential Record: Yes - Original
Essential Record Stored: Federally Maintained System
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: T.C.A. 71-1-131.(A) Confidentiality of Records
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: T.C.A. 71-1-131.(A) Confidentiality of Records
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: U.S. Government Maintained System
IT-ABC Number:
Hardware Description: U.S. Government Maintained System used for gathering, storing and documenting the necessary information in making the medical determination, for claimants who apply for benefits alleging a disability.
Software Description: U.S. Government Maintained System used for gathering, storing and documenting the necessary information in making the medical determination, for claimants who apply for benefits alleging a disability.
System Location: Records are maintained on servers governed by the U.S. Government and are kept in accordance with their records retention guidelines.
Backup Procedures: Backup procedures are administered by the U.S. Government.
Disaster Recovery: Disaster procedures are administered by the U.S. Government.
Data Migration Description: Data migration procedures are administered by the U.S. Government.
Metadata Description: File Type: PDF Images, Date Created, File Size, Title
Contact Information
Contact Name: Karen Maclin-Barber
Job Title: TDHS Records Liaison
Address 1: Citizens Plaza Building, 3rd Fl.
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: Director Pennye Neal
Allotment Code: 345.00
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 11-17-2016 No recommended changes.
Tennessee State Libary and Archives: 11-17-2016 No recommended changes.
Comptroller Audit Review: 2016-11-22 We have reviewed RDA 376 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-28-2016 No recommended changes
RMD Director Recomendations: 01-30-2017 RDA 376 is a request to revise an RDA. The retention period will change from four years to five years and destroy. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 376.
Signed Form Received: 2017-01-19
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves RDA 376.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
23 376 2017-03-28 Approved