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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11304
Database ID: 2474
Record Series Title: Conservatorship Files
Record Series Abstract: Records consist but are not limited to: court pleadings such as petition, affidavits, consent to serve, orders issued by the court, pleadings from earlier proceedings involving the same person, any correspondence and background information pertaining to the person served, such as information supplied by DIDD regional office personnel, independent support plans and documents describing the behavior of person served.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Death of person served or termination of services to person served.
Total Retention: 11 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Record is created when a need arises to file for original conservatorship or when conservatorship needs to be transferred. Files are maintained in the DIDD Office of General Counsel for up to 1 year after activity on file is completed. Thereafter, records are stored in DIDD warehouse until the end of retention period and destroyed according to State approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2476
Record Location: DIDD Office of General Counsel, 10th Floor, 400 Deaderick Street, Nashville, TN 37243 for up to 1 year after activity ceases. Thereafter files are maintained at 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement: Alphabetical for active files, numeric by box numb
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2003-current
Annual Accumulation: 2.5 CF less than 1 GB
Current Volume: 43 CF 8 GB
Record Value: Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 25
Past Year: 5
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA 33-3-103
Media Recommendation:
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active: 1
Agency Retention - Years Inactive:
Records Center Retention Period: 10 years
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 33-3-103
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Shared Network Storage Records are stored in the State of Tennesse Data Centers
IT-ABC Number: N/A
Hardware Description: Server Windows 2012 R2
Software Description: Microsoft Office Applications
System Location: State of Tennessee Data Centers
Backup Procedures: Replication across data centers, complete weekly file backup.
Disaster Recovery: 3 months - on site 7 years - Iron Mountain
Data Migration Description: Data is stored as a combination of Pdf and/or MS Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file restore processes or by standard ETL processes, or files can be copied or moved by and individual user through normal Windows features.
Metadata Description: Standard Metadata is captured when uploaded to the file server and is dependent on the file type (PDF, TXT, etc.).
Contact Information
Contact Name: Simone Cuarino
Job Title: HIPAA & Records Compliance Director
Address 1: 400 Deaderick Street
Address 2: 10th Floor
City: Nashville
Zip: 37243
Phone: 615-532-6511
Email: simone.cuarino@tn.gov
Agency: Dept. of Intellectual & Developmental Disabilities
Agency Head: Debra K. Payne, Commissioner
Director: Theresa Sloan, General Counsel/Assistant Commissioner
Allotment Code: 344.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-03-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 11304 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-08-2018 Thank you!
RMD Director Recomendations: 10-11-2018 RDA 11304 is a request to create an RDA. The retention period will be eleven years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11304.
Signed Form Received: 2018-10-10
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 11304.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2474 11304 2018-10-30 Approved