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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11311
Database ID: 2479
Record Series Title: Tennessee Women, Infant, and Children (TNWIC) for Management Information System (MIS) & eWIC
Record Series Abstract: Management Information System for the TN WIC Program include, but not limited to, applicant and participant data for certification and eWIC card issuance, WIC Food vendor information which keeps demographic and food price information, vendor applications, vendor agreements.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: End of eligibility for participants when they no longer qualify for WIC, or fail to reapply. End of eligibility for vendors means once the store is no longer a vendor or fail to reapply to be a vendor.
Total Retention: 4 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Information is stored/maintained in a database on TN servers and accessed via the internet. Participant information must be kept for at least 4 years after the eligibility condition/age has expired.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2485
Record Location: STS Server
File Arrangement: Numeric by client ID
Media Format Generated: Electronic
Media Format Stored: Electronic: Other
Date Range: May 2018 - current
Annual Accumulation: 1 megabyte data
Current Volume: 1 megabyte data
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 140
Past Year: 140
2 - 5 Years: 200
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Other State WIC Agencies, US Dept of Agriculture, Agency is Food and Nutrition Service (FNS)
Essential Record: Yes - Original
Essential Record Stored: STS Servers
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 7 CFR 246
Media Recommendation:
Media Recommendation Other:
Agency Retention: 4
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: 7 CFR 246
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TNWIC
IT-ABC Number:
Hardware Description: STS Servers
Software Description: Database
System Location: STS Servers at Data Center
Backup Procedures: Backup procedures shall be maintained in accordance with Current STS Data Center Operations policy
Disaster Recovery: Disaster Recovery procedures shall be maintained in accordance with Current STS Data Center Operations policy
Data Migration Description: STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
Metadata Description: Metadata varies based on the notification template. Any data that may populate a template is located in a database table within the same database schema. Below is a list of possible data elements; First Name, Last Name, Date of Birth
Contact Information
Contact Name: Lois Holt-Copper
Job Title: Records Officer
Address 1: 710 James Robertson Parkway
Address 2: 6th Floor; Andrew Johnson Tower
City: Nashville
Zip: 37243
Phone: 615-253-4084
Email: lois.holt-cooper@tn.gov
Agency: Dept. of Health
Agency Head: Commissioner John J. Dreyzehner; MD MPH FACOEM
Director: Margaret T. Lewis MHE RD LDN
Allotment Code: 343.53
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-04-2018 Please provide more information in the abstract on the types of records kept under this RDA. Please clarify what "end eligibility" means for both WIC participants and vendors.
Tennessee State Libary and Archives: 10-04-2018 TSLA concurs in RMD comments.
Comptroller Audit Review: 2018-10-04 Audit concurs with RMD comments.
Agency: 10-12-2018 ABSTRACT INFO: Management Information System for the TN WIC Program include, but not limited to, applicant and participant data for certification and eWIC card issuance, WIC Food vendor information which keeps demographic and food price information, vendor applications, vendor agreements. CUT OFF: End of eligibility for participants when they no longer qualify for WC, or fail to reapply. End of eligibility for vendors mean once the store is no longer a vendor or fail to reapply to be a vendor.
RMD Director Recomendations: 04-26-2019 RDA 11311 is a request to create an RDA. The retention period will be Permanent. The format will be electronic. Agency has provided the information requested by the reviewers. Recommend approval of request to create RDA 11311 with the following changes to include the additional information provided by the agency. Record Series Abstract: Management Information System for the TN WIC Program include, but not limited to, applicant and participant data for certification and eWIC card issuance, WIC Food vendor information which keeps demographic and food price information, vendor applications, vendor agreements. Cut Off: End of eligibility for participants when they no longer qualify for WIC, or fail to reapply. End of eligibility for vendors means once the store is no longer a vendor or fail to reapply to be a vendor.
Signed Form Received: 2018-10-15
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11311 with following changes: Record Series Abstract: Management Information System for the TN WIC Program include, but not limited to, applicant and participant data for certification and eWIC card issuance, WIC Food vendor information which keeps demographic and food price information, vendor applications, vendor agreements. Cut Off: End of eligibility for participants when they no longer qualify for WIC, or fail to reapply. End of eligibility for vendors means once the store is no longer a vendor or fail to reapply to be a vendor.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
2479 11311 2019-05-22 Approved with Changes