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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1784
Database ID: 415
Record Series Title: Active/Negative Quality Control (QC) Reviews and Quality Assurance (QA) Reviews for Supplemental Nutrition Assistance Program (SNAP) / Temporary Assistance For Needy Families (TANF) / Management Evaluations (ME)
Record Series Abstract: Record series consist of Quality Control (QC) and Quality Assurance (QA) review information for SNAP, TANF, ME cases under the Administrative Review Section. Contents are Case Summary Sheet, Supplemental Nutrition Assistance Program (SNAP) Case and Procedural Quality Control Review Schedule, Family Assistance Application copy, Quality Control (QC) Review Schedule, SNAP QC Worksheet, Work and Financial Verification data, General Authorization For Release of Information Form, Correspondence, Management Evaluation (ME) Review Logs, ME Review Corrective Action Plan, Civil Rights Compliance Officer Review Checklist, ME Observation Form, Recipient Interview Form, County Complaint Summary Report, Processing Time frames Worksheet, Telephone Contact Log, Questions For Advocate and Community Organization Form, Running Record Comments, Notice History, Excel Spreadsheets, Emails and any other related documentation.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Federal Fiscal Year
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Documents related to Quality Control (QC) and Quality Assurance (QA) Reviews of Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance For Needy Families (TANF) and Management Evaluations (ME) may be maintained in either paper or electronic format. All paper records are scanned and kept for two (2) years for verification and then destroyed by state approved methods. Electronic records are kept for five years and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 415
Record Location: Records are located at the TDHS State and Field offices across State.
File Arrangement: Year / Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2001 - current
Annual Accumulation: 10 cubic feet / 5 gb
Current Volume: 90 cu ft / 15 gb
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 500
Past Year: 200
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Department of Health and Human Services and U.S. Department of Agriculture
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: 7 CFR 275.4(C), 45 CFR 205.40, DHS Rules Chapter 1240-01-13-01(5)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 7 CFR 275.4(C), 45 CFR 205.40, DHS Rules Chapter 1240-01-13-01(5)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Federal maintained system
IT-ABC Number:
Hardware Description: Federal system used for storing Quality Control (QC) and Quality Assurance (QA) Reviews and Reports, for Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance For Needy Families (TANF) and Management Evaluations (ME).
Software Description: Federal system used for storing Quality Control (QC) and Quality Assurance (QA) Reviews and Reports, for Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance For Needy Families (TANF) and Management Evaluations (ME).
System Location: Records are maintained on servers governed by the federal government and are kept in accordance with their records retention guidelines.
Backup Procedures: Backup procedures are administered by the federal government.
Disaster Recovery: Disaster recovery procedures are administered by the federal government.
Data Migration Description: Data migration procedures are administered by the federal government.
Metadata Description: File Type: PDF Images Date Created File Size Title
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 Raquel Hatter
Director: Director Pennye Neal
Allotment Code: 345.00
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 12-22-2016 No recommended changes.
Tennessee State Libary and Archives: 12-22-2016 No recommended changes.
Comptroller Audit Review: 2016-12-23 We have reviewed RDA 1784 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 12-29-2016 No recommended changes
RMD Director Recomendations: 01-30-2017 RDA 1784 is a request to revise an RDA. The retention period will change from six years to five years and destroy. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 1784.
Signed Form Received: 2017-01-19
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves RDA 1784.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
415 1784 2017-03-28 Approved