An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2274
Effective Date
Record Series Abstract
This Record series includes but is not limited to: Reports, evaluations, and studies generated by the Department of Correction's Health Services division. Examples include quarterly and annual reports, studies, guidelines, and Quality Assurance audits.
Record Series Active
No
Cut Off at End of
Calendar Year
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in electronic format. After cut off records are maintained in agency for the life of the retention on agency servers. After 7 years records will be destroyed according to state approved methods.
Worksheet
Record Location
Rachel Jackson Blgd. Nashville, TN
File Arrangement
Chronological
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1992 to Current
Agency
Allotment Code
32901
Annual Accumulation
4 MB
Current Volume
10 Mb
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
Health Insurance Portability and Accountability Act (HIPAA)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years
Retention Legal Citation
Health Insurance Portability and Accountability Act (HIPAA)
Electronic Records Plan Inventory
System Name
Agency Share Drive
Hardware Description
SQL Server
Software Description
Word based program; Capture
System Location
Data Center South
Backup Procedures
a job is run nightly that creates a backup of the individual databases. Two days of backups are kept on the Server. OIR backs up the server on nightly bases which includes the current two days of backups for each database
Disaster Recovery
Back up 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)
09-27-2018
No recommended changes.
Tennessee State Library and Archives
09-28-2018
No recommended changes.
Comptroller Audit Review
09-27-2018
We have reviewed RDA 2274 from an audit standpoint. Please set the audit requirements to "state".
Agency Records Officer
10-03-2018
TDOC Concurs
RMD Director
10-12-2018
RDA 2274 is a request to revise an RDA. The retention period will change from six years to seven years and destroy. The format will be electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2274.
Public Records Commission
10-30-2018
PRC approves RDA 2274 with the following changes: Audit Requirements: State.