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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2120
Database ID: 606
Record Series Title: External Program Investigation Files - No Intentional Program Violation (IPV)
Record Series Abstract: Record series consist of Family Assistance Claim Determinations, Supplemental Nutrition Assistance Program(SNAP)Hearing and Disqualification Consent Agreements, TDHS Repayment Agreements, Claims Online Tracking System(COTS)screen prints of relevant sections, documentation of field work, proof of overage, related ACCENT client program participation case history screen prints and other collaborative data.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After the corresponding claim is paid out.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Family Assistance Claim Determination reports are received by TDHS Program Integrity/Investigations for review. These are claims involving Supplemental Nutrition Assistance Program (SNAP) over issuances to recipients where no Intentional Program Violation (IPV) was found. Cut off is when the claim is paid out. TDHS Program Integrity/Investigation offices can keep records either on site or at an authorized records center for 5 years, then destroy by State approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 606
Record Location: Records are located at TDHS statewide Program Integrity/Investigation offices.
File Arrangement: Alpha & Numeric
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 1970 to current
Annual Accumulation: 240 cu. ft.
Current Volume: 3000 cu. ft.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 900
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: When requested, information is shared across state lines with like State agencies.
Essential Record: Yes - Original
Essential Record Stored: Essential records are 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: 5 years
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:
Metadata Description:
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: 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 2120 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 2120 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 five years. The format will remain paper. Recommend approval of request to revise RDA 2120.
Signed Form Received: 2016-02-11
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2120.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
606 2120 2016-02-25 Approved