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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11016
Database ID: 2530
Record Series Title: Closed Family Case Files
Record Series Abstract: The records are generated by DCS Case Managers within the normal course of business. These files may include following information from every member of the family being served: Social History, Medical History, Education, Legal Documents, Placement Agreements, Drug and Alcohol Assessments, Copies of Birth Certificates, Copies of Social Security Cards and case recordings.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Case records will be cut off at closure and retained until the youngest Alleged Child Victim’s (ACV) 19th birthday then destroyed. If the case record closes within 7 years of the youngest ACV’s 19th birthday or after youngest ACV’s 19th birthday, records will be cut off at closure and retained 7yrs then destroyed
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Counsel on Accreditation (COA) requires that Department of Children Services maintain records until ACV reaches age of majority (age 18) or 7yrs after case closure, whichever is longer. Also, children who have come in contact with DCS can bring legal action up until age 19. Example: If child is age 3, agency will hold that record until the child's 19th birthday and destroy the record at that time. If the child is age 16, the record will be held 7 years from closure so that record will not be destroyed until that child reaches age 23.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2727
Record Location: The records are stored in DCS Records Rooms in the various offices across the state. The records are maintained in the county of venue where the family receives service.
File Arrangement: alphabetically by primary caretaker\\\'s name
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: October 2010 to current
Annual Accumulation: Estimated average of 2600 cu ft per year
Current Volume: 11800 cu ft
Record Value: Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 8
Past Year: 2
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: Any state or federal governement agency that has the responsibility to investigate child abuse or are responsbile for providing child protective services, may request these records.
Essential Record: No
Essential Record Stored: Substantial portions of these records can be reproduced in the event of a disaster so they are not classified as Essential.
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA 37-2-408
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Until youngest child reaches age 18 of 7rs after case closure, whichever is longer
Agency Retention - Years Active: 19
Agency Retention - Years Inactive: 7
Records Center Retention Period: 7
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 37-2-408, US Code 42, COA-RPM 6.02
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Charles W Brown
Job Title: DCS Records Manager
Address 1: 315 Deaderick Street
Address 2: 10th Floor
City: Nashville
Zip: 37238
Phone: 615-833-8917
Email: chuck.brown@tn.gov
Agency: Dept. of Children's Services
Agency Head: Commissioner Jennifer Nichols
Director: Deputy Commissioner Michael Leach
Allotment Code: 359.10
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 03-14-2019 No recommended changes.
Tennessee State Libary and Archives: 03-15-2019 No recommended changes.
Comptroller Audit Review: 2019-03-18 We have reviewed RDA 11016 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-25-2019 Agency reviewed and concurs
RMD Director Recomendations: 04-17-2019 RDA 11016 is a request to revise an RDA. The retention period will remain seven years and destroy. The format will remain paper. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11016.
Signed Form Received: 2019-04-17
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11016
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1847 11016 2013-11-20 Approved
2119 11016 0000-00-00 Pending
2120 11016 0000-00-00 Pending
2126 11016 2016-06-22 Approved
2530 11016 2019-05-22 Approved