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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA Management System
RDA Details
Database ID: 2189
Record Series Title: Fraud Investigation Files
Record Series Abstract: This series documents the investigations that are undertaken based on complaints or referrals received involving but not limited to alleged non-profit fraud, license fraud, medical fraud and the abuse of state funded benefits. Records include, but not limited to, research investigation notes, correspondence, files relative to investigation and any pertinent law enforcement data. Confidential investigation shall be kept under agency specific RDA.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: At end of investigation/case closure
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in systems that meet or exceed standards of Finance and Administration (F&A)/Strategic Technology Solutions (STS)approved software and server environment.
View Signed Form: View Form
Worksheet ID: 2190
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: Alpha Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: Current
Annual Accumulation: Agency records officer shall keep documentation of annual accumulation.
Current Volume: Agency records officer shall keep documentation of current volume.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Essential Records stored in agency and state records center.
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 9
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: View Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location: Agency Records Officer shall document the system location.
Backup Procedures: Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: The Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Metadata Description: File Type: PDF Images Date Created File Size Title
Contact Information
Contact Name: Records Management
Job Title: Records Management Division
Address 1: 312 Rosa L. Parks Blvd
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-5739
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Action Requested: New RDA
  Date Comments
Records Management Division (RMD): 01-26-2017 No recommended changes
Tennessee State Library and Archives: 02-04-2017 No recommended changes.
Comptroller Audit Review: 2017-01-30 We have reviewed RDA SW41 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-09-2017 Agency concurs
RMD Director Recommendations: 03-06-2017 RDA SW41 is a request for a new RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW41.
Signed Form Received: 2017-03-06
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves Statewide 41
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2189 SW41 2017-03-28 Approved