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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1528
Database ID: 288
Record Series Title: CONVERSION DATA FILES FOR OLD AGE ASSISTANCE, AID TO BLIND, AND AID TO PERMANENTLY AND TOTALLY DISABLED (RECORD SERIES OBSOLETE SINCE 1985)
Record Series Abstract: THESE FILES CONSIST OF CONVERSION INFORMATION THAT WAS USED TO CREATE SUPPLEMENTAL SECURITY INCOME FILES IN THE STATE OF TN WHEN THESE PROGRAMS WERE ELIMINATED & THESE PEOPLE PICKED UP BY THE SSI PROGRAM ADMIN. BY SOCIAL SECURITY - ONE TIME DISPOSAL
Record Series Active: No
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 99 Years 0 Months
Retention End Action: Destroy
Disposition Notes: TRANSFER TO THE DHS RECORDS CENTER. RETAIN FOR THE LIFE OF INDIVIDUAL. PERIODICALLY PERSONNEL FROM DEPARTMENT OF HUMAN SERVICES WILL SCREEN AND DESTROY RECORDS ON CLIENTS WHO ARE DECEASED. (RECORD SERIES OBSOLETE SINCE 1985)
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 288
Record Location: Richards & Richards
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 1960-1985
Annual Accumulation: 0
Current Volume: 129 cu. ft.
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: TRUE
Confidential Legal Citation: 45 CFR 92.42 7 CFR 272.1 DHS Rules Chapter 1240-01-13
Media Recommendation:
Media Recommendation Other:
Agency Retention: 99
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
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: Records Liaison
Address 1: Citizens Plaza Building, 3rd Floor
Address 2: 400 Deaderick Street
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: Pennye Neal
Allotment Code: 345.00
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-02-2017 No recommended changes.
Tennessee State Libary and Archives: 03-02-2017 No recommended changes.
Comptroller Audit Review: 2017-03-06 We have reviewed RDA 1528 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-07-2017 No recommended changes.
RMD Director Recomendations: 03-10-2017 RDA 1528 is a request to revise an RDA. The retention period will remain ninety-nine years and destroy. The format will remain paper. The Records Series is no longer active. The long retention period is in place to cover individuals that the agency does not receive immediate notification of death. The agency is allowed to destroy these records after an individual is deceased, as noted in the Disposition Notes. Recommend approval of request to revise RDA 1528.
Signed Form Received: 2017-03-10
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves RDA 1528.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
288 1528 2017-03-28 Approved