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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2123
Database ID: 609
Record Series Title: License Revocation Returned Mail
Record Series Abstract: This record series consist of returned/undeliverable main containing notice of revocation, USPS certified mail, green cards return receipts and the corresponding envelope.
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: Records are created via returned mail containing a license revocation notice and the USPS green card return receipt. Records are maintained in agency or at a State approved off-site storage facility for 5 years then destroyed barring any pending administrative, audit or appeal action. Records are destroyed according to Federal and State approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 609
Record Location: TDHS State Office
File Arrangement: Year / Alpha
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 2008 - current
Annual Accumulation: 9 cubic feet
Current Volume: 220 cubic feet
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 500
Past Year: 100
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Department of Health and Humans Services, Office of Child Support Enforcement
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: 45 CFR 75.361 – 75.365 / T.C.A. 71-1-131 Confidentiality of Records
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 75.361 – 75.365 / T.C.A. 71-1-131 Confidentiality of Records
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 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 2123 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 12-29-2016 No recommended changes upon approval of RDA 2124.
RMD Director Recomendations: 01-30-2017 RDA 2123 is a request to revise an RDA. The retention period will change from four 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 2123.
Signed Form Received: 2017-01-19
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves RDA 2123.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
609 2123 2017-03-28 Approved