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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11339
Database ID: 2536
Record Series Title: Child, Medical and Spousal Support Direct Deposit Enrollment Records
Record Series Abstract: This records series includes a voided check from an active bank account, Direct Deposit Enrollment Form, Direct Deposit Enrollment form instructions, and any other related information and or documentation.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When the ordered financial support obligation has been fulfilled, and there is no outstanding balance, litigation, appeal or debt owed.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Enrollment records are generated when a client provides Tennessee Department of Human Services with a completed Direct Deposit enrollment application. Files are kept in agency or stored at a State approved offsite facility for 5 years after cutoff then destroyed according to state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2732
Record Location: TDHS State Office
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2004 thru current date
Annual Accumulation: 2 cubic feet
Current Volume: 130 cubic feet
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 999
Past Year: 500
2 - 5 Years: 100
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Department of Health and Human Services, Office of Child Support Enforcement
Essential Record: Yes - Original
Essential Record Stored: TDHS State Office
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: T.C.A. 71-1-131 Confidentiality of Records / 45 CFR 302.15 / 45 CFR 303.11(d) / 45 CFR 75.361 – 75.365
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. 71-1-131 Confidentiality of Records / 45 CFR 302.15 / 45 CFR 303.11(d) / 45 CFR 75.361 – 75.365
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: Karen Maclin-Barber
Job Title: DHS Records Liaison
Address 1: Department of Human Services
Address 2: 14th Floor James K. Polk Building
City: Nashville
Zip: 37243
Phone: 615-253-1195
Email: karen.maclin-barber@tn.gov
Agency: Dept. of Human Services
Agency Head: Commissioner Danielle Barnes
Director: Record Management Unit Director Pennye Neal
Allotment Code: 34500
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 04-18-2019 No recommended changes.
Tennessee State Libary and Archives: 04-18-2019 No recommended changes.
Comptroller Audit Review: 2019-04-18 We have reviewed RDA 11339 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-22-2019 No recommended changes.
RMD Director Recomendations: 05-03-2019 RDA 11339 is a request to create an RDA. The retention period will be five years and destroy. the format will be paper. Recommend approval of request to create RDA 11339.
Signed Form Received: 2019-05-02
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11339
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2536 11339 2019-05-22 Approved
2590 11339 2019-11-12 Approved