An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2193
Effective Date
Record Series Abstract
Record series includes but is not limited to: student and employee in house forms used to record encounters and medication dispensed.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and maintained in either electronic or paper format. Records are cut off at the end of the fiscal year and maintained in agency for 5 years. Records are then destroyed by state approved methods.
Worksheet
Record Location
TDOC
File Arrangement
By Date
Media Format Generated
Paper
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Date Range
2016 to present
Agency
Allotment Code
32901
Annual Accumulation
.125 Cubic Ft
Current Volume
.5 Cubic Ft
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
HIPAA
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
years
Retention Legal Citation
HIPAA
Electronic Records Plan Inventory
System Name
Agency Shared Drive
Hardware Description
SQL Server
Software Description
word, adobe, excel
System Location
Data Center
Backup Procedures
a job is run nightly that creates a backup of the individual database. Backups are kept on the Server. STS backs up the server on nightly bases which includes the current backup for each database.
Disaster Recovery
Backup data will be used to restore application information to server.
Data Migration Description
The records within the database will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of the Tennessee Department of Correction and another electronic application is developed or purchased. At that time, TDOC IT staff will coordinate with the vendor/software supplier to map data exchanges between the current application and the new application. Data conversion will be required in order to format the current data values into the format required by a replacement software system. Preserving the data integrity is the highest priority when migrating the information from one application to another, to ensure the value of the data is not lost in the process.
RDA Comments
Records Management Division (RMD)
03-21-2024
No recommended changes.
Tennessee State Library and Archives
03-22-2024
No recommended changes.
Comptroller Audit Review
03-22-2024
We have reviewed RDA 2193 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2024
No recommended changes.
RMD Director
03-26-2024
RDA 2193 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 2193.
Public Records Commission
04-24-2024
PRC approves RDA 2193