Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11347
Database ID: 2553
Record Series Title: Protection from Harm
Record Series Abstract: Records consist of but not limited to Protection from Harm investigator policy protocols and training records, investigative reports and supporting documentary, video and photographic evidence, investigations follow-up, Investigations Review Requests and supporting documentation, Abuse Registry Referral documentation, TennCare Billing and follow-up, Extensions and Exceptions to policy requirements, Employment and Community First (ECF) Audit and supporting documentation.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 11 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated and maintained electronically and in paper format. Paper files are stored in locked file cabinets, secure storage rooms, and secure storage warehouse. Electronic files are stored on the N-Drive and SharePoint on the Protection From Harm site/page. Once retention period expires, records are destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2747
Record Location: West Region: 11437 Milton Wilson Road, Arlington TN. Middle Region - 279D Stewarts Ferry Pike, Nashville, TN 37214 East Region - 4850 East Andrew Johnson Highway, Greeneville, TN 37743 DIDD Warehouse: 301 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement: Other - by region and chronologically by month and
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1997 - current
Annual Accumulation: 2131 MB - electronic 255 CF - paper
Current Volume: 131 GB - electronic 4590 CF - paper
Record Value: Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 500
Past Year: 100
2 - 5 Years: 50
Over 5 Years: 10
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: N-Drive
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 10-7-504
Media Recommendation:
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 10-7-504
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Shared File Servers
IT-ABC Number: N/A
Hardware Description: Virtual Server housed in the State Data Center
Software Description: Windows Server 2012 R2
System Location: State Data Center
Backup Procedures: Data is replicated across data centers along with nightly backups to disk which is kept for 30 days, then written to the cloud storage tier for up to 7 years.
Disaster Recovery: Restore from appropriate backup is requested for one of file and folder situations: full DR procedures are maintained by State Data Center.
Data Migration Description: The data resides in an SQL database located at the Data Center. If there were a need fro migration, it could be done by STS database administrators.
Metadata Description: Metadata varies by the file type but includes items such as file name, modified data and author.
Contact Information
Contact Name: Simone n/a Cuarino
Job Title: Director of Records Compliance
Address 1: 315 Deaderick Street
Address 2: 8th Floor UBS Tower
City: Nashville
Zip: 37243
Phone: 615-532-6511
Email: simone.cuarino@tn.gov
Agency: Dept. of Intellectual & Developmental Disabilities
Agency Head: Brad Turner, Commissioner
Director: Angela Friedenreich, Director of Protection from Harm
Allotment Code: 344.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 04-24-2019 No recommended changes.
Tennessee State Libary and Archives: 04-25-2019 No recommended changes.
Comptroller Audit Review: 2019-04-25 We have reviewed RDA 11347 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-29-2019 Thank you!
RMD Director Recomendations: 04-30-2019 RDA 11347 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 11347.
Signed Form Received: 2019-04-29
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11347
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2553 11347 2019-05-22 Approved