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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2984
Database ID: 2532
Record Series Title: CLOSED CHILD WELFARE BENEFIT/ ADOPTION ASSISTANCE CASE FILES
Record Series Abstract: TO HELP DETERMINE IF A STATE IS IN COMPLIANCE WITH THE FEDERAL IV-E CHILD ELIGIBILITY REQUIREMENTS AND TO VALIDATE THE BASIS OF A STATE'S FINANCIAL CLAIMS TO ENSURE THAT APPROPRIATE PAYMENTS WERE MADE ON BEHALF OF ELIGIBLE HOMES AND INSTITUTIONS.CS-0460 INTENT TO ADOPT PLACEMENT AGREEMENT(PART 1) AND APPLICATION FOR ADOPTION ASSISTANCE(PART 2), AND CS-0674 SPECIAL OR EXTRAORDINARY BOARD RATE REQUEST AND THE ACCOMPANYING DOCUMENTATION(ADOPTION ASSISTANCE CASE FILE(RECORD) PER ADMIN. ETC.
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 of Accreditation requires that Department of Children Records maintain records until ACV reaches age of majority (age 18) or 7yrs after case closure, whichever is longer. Due to legal needs, records will be maintained until age 19. Any child receiving services from DCS can bring legal action up to 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: 2729
Record Location: Statewide DCS offices
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 01/01/1996 - current
Annual Accumulation: 145 cu. ft.
Current Volume: 2850 cu. ft.
Record Value: Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 5
Past Year: 3
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: Information may be shared with Federal Department of Health and Human Services as part of Medicaid audits
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: TCA 37-2-408
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 1yr
Agency Retention - Years Active: 1yr
Agency Retention - Years Inactive:
Records Center Retention Period: 18yr
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 37-2-408, US Code Title 42, COA 6.02, 45CFR Part 75.361
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: Records Officer
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: Assistant Commissioner Doug Swisher
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 2984 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-25-2019 Agency has reviewed and concurs
RMD Director Recomendations: 04-17-2019 RDA 2984 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 2984.
Signed Form Received: 2019-04-17
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 2984.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1178 2984 2016-06-22 Approved
2532 2984 2019-05-22 Approved