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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2119
Database ID: 605
Record Series Title: External Investigation Program Files - Intentional Program Violation (IPV)
Record Series Abstract: Record series consist of source documents for an Intentional Program Violation(IPV) claim. Waiver of Hearing and Disqualification Consent Agreement, Administrative Disqualification Hearing Order and or a Criminal Court Order and other related supporting documentation.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After the corresponding claim is paid out.
Total Retention: 80 Years 0 Months
Retention End Action: Destroy
Disposition Notes: These are claims involving Supplemental Nutrition Assistance Program (SNAP) over issuances to recipients where an Intentional Program Violating (IPV) was found. Cut off is when the claim is paid out. TDHS Program Integrity/Investigations offices shall keep records either on site or at a state approved records center, then destroy at end of retention by State approved methods. At cutoff files shall be purged of supporting documentation. However, Waiver of hearing and Disqualification Consent Agreement, Administrative Disqualification Hearing Order and Criminal Court Order documents must be kept until the client is deceased or turns 80. Additionally, if there was an individual living in the house that was 18 or older when the violation occurred, they become liable and records must be kept until that person is deceased or turns 80, per 7 CFR 272.1
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 605
Record Location: Files are located at TDHS Statewide Program Integrity/Investigation offices.
File Arrangement: Alpha and Numeric
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1970 to current
Annual Accumulation: 22 cu ft
Current Volume: 202 cu ft
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: 20
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Upon request, information is shared across state lines with like State agencies.
Essential Record: Yes - Original
Essential Record Stored: Essential record is stored statewide at TDHS Program Integrity/Investigation offices and State approved record storage facilities.
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: 45 CFR 92.42 7 CFR 272.1 / FSP - State Retention of Program and Fiscal Records USDA Administrative Notice 9-98 / DHS Rules Chapter 1240-01-13
Media Recommendation: Current Format
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: 45 CFR 92.42 7 CFR 272.1 / FSP - State Retention of Program and Fiscal Records USDA Administrative Notice 9-98 / DHS Rules Chapter 1240-01-13
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:
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Contact Information
Contact Name: Karen Maclin-Barber
Job Title: TDHS 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: Pennye Neal
Allotment Code: 345.00
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-05-2016 No recommended changes.
Tennessee State Libary and Archives: 02-05-2016 No recommended changes.
Comptroller Audit Review: 2016-02-05 We have reviewed RDA 2119 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-05-2016 No recommended changes.
RMD Director Recomendations: 02-11-2016 RDA 2119 is a request to revise an RDA. The Title, Abstract, Disposition, Cut Off, and Worksheet have been updated. The retention period will change from three years to eighty years. The format will remain paper. Recommend approval of request to revise RDA 2119.
Signed Form Received: 2016-02-11
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2119.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
605 2119 2016-02-25 Approved