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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2509
Database ID: 940
Record Series Title: Closed Children's Trust Accounts
Record Series Abstract: Each record is by child and includes all financial and trust information detailing amounts received, expended, and if any, funds that were returned to the federal government upon child's release from custody. This also includes any journals or transactions in Edison that contain fund 75004 and 75005.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off when child leaves state custody and maintain until that child\\\'s 18th birthday. If the child leaves custody within 7 years of their 18th birthday, the record will be maintained 7yrs after case closure.
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The record is stored in both paper and electronic format. These records are to be kept until the child's 18th birthday or 7 years after the child leaves DCS Custody, whichever is longer.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 940
Record Location: UBS Building, Edison
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 01/01/1991-current
Annual Accumulation: 8 cu. ft./.01gb
Current Volume: 190 cu. ft./.05gb
Record Value: Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 12
Past Year: 6
2 - 5 Years: 3
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: TCA 37-2-408
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7years but may be moved to State Records Center if storage space becomes an issue.
Agency Retention - Years Active: 0
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 45 CFR 75, 81 FR 1356.60,
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Edison
IT-ABC Number:
Hardware Description: STS Maintaines the servers that house Edison in both Data Center North and Data Center South
Software Description: File/Net Edison interface
System Location: Located on STS maintained servers in Data Center North and Data Center South
Backup Procedures: STS conducts daily and weekly backups for the servers located at Data Center North and Data Center South
Disaster Recovery: STS develops and maintains the disaster recovery plans for Data Center North and Data Center South. This includes the businesss resumption plans for restoration of Edison in the event of a loss.
Data Migration Description: STS developes and maintaines the migration plans for all data stored in Edison.
Metadata Description: All data captured in Edison for journals and transaction carried out by Edison Financials.
Contact Information
Contact Name: Charles W. Brown
Job Title: Records Manager
Address 1: 500 Deadrick Street
Address 2:
City: Nashville
Zip: 37243
Phone: 615-833-8917
Email: chuck.brown@tn.gov
Agency: Dept. of Children's Services
Agency Head: Bonnie Hommrich
Director: Douglas Swisher
Allotment Code: 359.10
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-08-2016 No recommend changes.
Tennessee State Libary and Archives: 09-08-2016 No recommended changes.
Comptroller Audit Review: 2016-09-08 We have reviewed RDA 2509 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-21-2016 No Recommended Changes
RMD Director Recomendations: 09-28-2016 RDA 2509 is a request to revise an RDA. The retention period will increase from six years to seven years and the format will be paper/electronic. The Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2509.
Signed Form Received: 2016-09-27
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 2509.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
940 2509 2016-11-03 Approved