Core Data
RDA Number
2981
Effective Date
Mon, 10/20/2025
Record Series Abstract
The records contain information regarding the deaths of persons served. Included are: MR-0483 Notice of Death reporting, and MR-0487 Initial Agency Death Review. Additional forms: Reportable Event Form (REF), Preliminary Death Review Form, medical records including physician, specialists, hospital, and emergency room records related to the person who is deceased in the 12 months before death, Clinical Death Summary (as applicable), Comprehensive Death Review (as applicable), Death Review Committee Attendance Form (as applicable), autopsy or Medical Examiner/Coroner Report (as applicable), and Emergency Medical Services Reports (as applicable).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After termination of services: after death or discharge, or 10 years after minor reaches the age of majority
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These Records are generated in paper format after death of person, documenting cause of death, etc., are filed, maintained for audit and review. Old records are subject to additional reviews. Court hearing can result in request that past records be reviewed. Records are destroyed via state approved method at the end of the retention period.
Worksheet
Record Location
291 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
Numerical
Media Format Generated
Paper
Media Format Stored
Paper
Media Format Stored Summary
Paper: Sheet
Date Range
1995 to current
Allotment Code
344.01
Annual Accumulation
1 - 2 cu. ft.
Current Volume
30 cu. ft.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Dept of Justice PHB 5918, 601 D Street NW, Washington, DC 20004
Essential Record
Yes - Original
Essential Record Stored
291 Stewarts Ferry Pike, Nashville, TN 37214
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
T.C.A. 10-7-504
T.C.A. 33-3-103, T.C.A. 52-3-103 and 45 C.F.R. Parts 160 & 164
T.C.A. 33-3-103, T.C.A. 52-3-103 and 45 C.F.R. Parts 160 & 164
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10 years after death or discharge, or 10 years after minor reaches the age of majority.
Records Center Retention Period
0
Retention Legal Citation
TCA 52-3-101(d)
RDA Comments
Records Management Division (RMD)
Thu, 09/18/2025
Recommend changing Cut Off point to "Death/discharge of minor, or when minor reaches age of majority."
Tennessee State Library and Archives
Mon, 09/22/2025
We concur with the recommended changes to the Cut Off, and have no additional recommended changes.
Comptroller Audit Review
Fri, 09/19/2025
We have reviewed RDA 2981 from an audit standpoint. We concur with the recommended changes to the Cut Off. We agree with the retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Fri, 09/26/2025
RDA 2981 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2981.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 2981
