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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11310
Database ID: 2472
Record Series Title: Incident Management Records
Record Series Abstract: Consist of Protection from Harm training curriculum and handouts, testing materials, Provider Meeting agenda, attendance records, handouts and minutes, Protection from Harm Agency profiles, vulnerable person score reports and individual profiles, correspondence, incident reports.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are maintained electronically and in paper format. Paper files are stored in locked file cabinets. Electronic files on h drive. After retention time, records are destroyed in accordance with State approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2477
Record Location: 400 Deaderick Street, 10th Fl. Citizens Plaza, Nashville, TN 37243
File Arrangement: Chronological by month and year
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2008 to January 2014
Annual Accumulation: Paper 2 CF 21.5 GB
Current Volume: Paper 6 CF 82.35 GB
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 12
Past Year: 4
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record:
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA 10-7-504
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 9 years
Records Center Retention Period:
Final Disposition after Retention Expires:
Legal Citation: TCA 10-7-504
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Shared File Servers
IT-ABC Number: N/A
Hardware Description: Virtual Server housed in the State Data Center
Software Description: Windows Server 2012 R2
System Location: State Data Center
Backup Procedures: Data is replicated across data centers along with nighty backups to disk which is kept for 30 days then written to the cloud storage tier for up to 7 years.
Disaster Recovery: Restore from appropriate backup is requested for one off file and folder situations; full DR procedures are maintained by the State Data Center
Data Migration Description: The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators..
Metadata Description: Metadata varies by file type but includes items such as filename, modified date and author.
Contact Information
Contact Name: Simone Cuarino
Job Title: HIPAA & Records Compliance Director
Address 1: 315 Deaderick Street, UBS
Address 2: 8th Floor
City: Nashville
Zip: 37243
Phone: 615-532-6511
Email: simone.cuarino@tn.gov
Agency: Dept. of Intellectual & Developmental Disabilities
Agency Head: Brad Turner, COMMISSIONER
Director: Theresa Sloan, General Counsel/Assistant Commissioner
Allotment Code: 344.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-04-2018 Please clarify if this RDA governs incident records or training records.
Tennessee State Libary and Archives: 10-04-2018 TSLA concurs in RMD comment.
Comptroller Audit Review: 2018-10-04 Audit concurs with RMD comments.
Agency: 10-08-2018 Incident records
RMD Director Recomendations: 04-30-2019 RDA 11310 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11310.
Signed Form Received: 2019-04-29
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11310
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2472 11310 2019-05-22 Approved