5041 Resource Database (RDB) Governance, Maintenance, and Accountability

Georgia State Seal

Georgia Division of Aging Services
Access to Services Manual

Chapter:

5000 Aging and Disability Resource Connection (ADRC)

Effective Date:

06/01/2026

Section Title:

Resource Database (RDB) Governance, Maintenance, and Accountability

Reviewed or Updated in:

MT 2026-02

Section Number:

5039

Previous Update:

N/A

​5041.1 Purpose

This policy establishes standards for the development, maintenance, monitoring, and quality assurance of the Resource Database (RDB). It defines routine update requirements, oversight responsibilities, and accountability measures to ensure that all resources are accurate, current, and aligned with Georgia Department of Human Services (DHS) Division of Aging Services (DAS) taxonomy and Aging and Disability Resource Connection (ADRC) standards.

​5041.2 Roles and Responsibilities

In accordance with 5027 Staffing, each Area Agency on Aging (AAA) shall designate at least 0.5 Full-Time Equivalent (FTE) to the role of ADRC Resource Specialist, whose primary responsibilities include resource identification, development, database management, and ongoing maintenance.

The Resource Specialist must maintain a workload equivalent to no less than 0.5 FTE. The allocation of time and effort dedicated to the role must consistently reflect this minimum commitment. Compliance with the 0.5 FTE requirement will be monitored through quarterly reporting and formally reviewed during monitoring.

​5041.2.1 Resource Specialist Responsibilities

ADRC Resource Specialists are responsible for:

  • Actively networking with community partners, service providers, and stakeholders.

  • Identifying service gaps and emerging community needs.

  • Entering, updating, validating, and maintaining resource records in the RDB.

  • Ensuring all resource records comply with Georgia DHS DAS taxonomy standards.

  • Reviewing and updating assigned resources according to established maintenance schedules.

  • Documenting outreach and validation activities supporting resource development and maintenance.

  • Maintaining professionalism, accuracy, and consistency in all resource-related interactions.

​5041.2.2 Resource Oversight

The DAS Resource Database Specialist will be responsible for:

  • Monitoring compliance with this policy.

  • Reviewing performance metrics and database activity.

  • Verifying assigned hours, ensuring they align with and reflect actual hours worked in the Resource Specialist role.

  • Providing guidance, technical assistance, and corrective action as needed.

  • Supporting outreach, partnership development, and quality improvement efforts.

  • Overseeing dispute resolution, provider corrections, and risk mitigation.

​5041.3 Resource Development Goals

The AAA Resource Specialist is responsible for identifying, validating, and adding new resources to the DAS RDB in accordance with the annual minimum resource development targets by AAA in Appendix D.

The annual minimum target of new resources is scaled using population data from the United States Census Bureau for individuals age 60 and older, to ensure proportional resource development effort relative to the size of the population served. While population size is used to standardize minimum expectations, AAAs should prioritize resource development based on identified service gaps, unmet needs, and changes in the provider landscape.

The established target represents a minimum requirement. The AAA is encouraged to exceed this threshold based on community need, service gaps, and resource availability.

The Resource Specialist shall identify new resources through ongoing outreach and environmental scanning activities, including but not limited to:

  • Community outreach and networking activities

  • Meetings with service providers, coalitions, or task forces

  • Referrals from consumers, caregivers, or partner organizations

  • Review of local, regional, or statewide service gaps

  • Monitoring of new programs, service expansions, and community changes

All newly added resources must meet the following criteria:

  • Be currently operational at the time of entry into the RDB

  • Provide services to Georgia residents at the local, state, or national level

  • Align with established Georgia DHS DAS taxonomy standards

AAAs shall document outreach and resource development efforts to support resource identification and validation. Documentation may include, but is not limited to:

  • Partner or stakeholder meetings

  • Participation in community events

  • Provider calls or site visits

  • Collaborative planning activities

See RDB Appendix D for Annual Minimum Resource Development Targets by AAA.

​5041.4 Resource Maintenance, Updates and Review

​5041.4.1 Routine Updates

The ADRC Resource Specialist will update current resources with a minimum compliance rate of 90%.

​5041.4.2 Maintenance and Validation Standards

Resource Specialists are expected to maintain existing records by:

  • Verifying contact information, eligibility criteria, services offered, and service areas.

  • Updating taxonomy mapping when services or classifications change.

  • Ensuring records remain accurate, complete, and current.

Acceptable validation methods include:

  • Direct phone contact with the provider.

  • Email confirmation from the provider.

  • Review of official provider websites or published materials.

  • Written confirmation from oversight or regulatory entities, when applicable.

​5041.5 Monitoring and Feedback

  • Staff feedback, provider communication, or consumer reports may result in record notes, updates, or reclassification.

  • Resources may be flagged for follow-up or monitoring as needed.

​5041.6 Provider Corrections and Disputes

Procedures for provider corrections and disputes define oversight, performance monitoring, and technical assistance responsibilities. Providers may request updates or corrections to their listings, which will be reviewed and validated by Resource Specialists and supervisors as appropriate.

​5041.7 Resource Inactivation or Removal

A resource or service may be inactivated or removed from the RDB if it:

  • No longer serves Georgia residents.

  • Loses required licensure or certification without timely resolution.

  • Repeatedly provides inaccurate or misleading information.

  • Does not provide updates per the required annual schedule.

  • Poses a verified risk to consumers.

Resources that are no longer active must be:

  • Updated with closure or suspension information, or

  • Archived or removed from RDB

​5041.8 Quality Assurance Standards

All resource records must:

  • Use standardized naming conventions.

  • Include complete and accurate contact information.

  • Clearly describe services, eligibility, and access requirements.

  • Be correctly mapped to Georgia DHS DAS service and category taxonomy (See RDB Appendix A and B)

  • Avoid duplicate, outdated, or misleading listings

​5041.9 Reporting and Accountability

Georgia DAS Resource Database Specialist will provide AAA quarterly reports, which include:

  • Number of new resources added.

  • Number of resources reviewed or updated.

Each Resource Specialist will provide Georgia DAS quarterly reports, which include:

  • Summary of outreach and networking activities. Identification of service gaps or emerging community needs

  • Documentation confirming the Resource Specialist’s workload for the reporting period meets or exceeds the minimum 0.5 FTE requirement.

Compliance with this policy may be evaluated through:

  • DAS Resource Database Specialist review of database activity.

  • Quarterly or annual performance reviews.

  • Quality assurance audits.

​References

MAN5200, Chapter 5060 Appendices, RDB Appendix A Glossary of GA DAS RDB Taxonomy Service Terms

MAN5200, Chapter 5060 Appendices, RDB Appendix B Glossary of GA DAS RDB Taxonomy Category Terms

MAN5200, Section 5027 Staffing

MAN5200, Chapter 5060 Appendices, RDB Appendix D*Annual Minimum Resource Development Targets by AAA

MAN5200, Section 5039 Resource Database (RDB) Overview

MAN5200, Section 5040 Resource Database (RDB) Inclusion Exclusion Standards