Core Data
RDA Number
2989
Effective Date
Mon, 10/20/2025
Record Series Abstract
Authorizations for release of records containing protected health information (PHI) and requests for records containing PHI.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After person's death or termination of services/discharge, or after a minor reaches the age of majority.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record is created in paper or electronically and kept in agency's regional offices. Any paper records converted to electronic format will be verified for content, accuracy and usability prior to destruction of paper record. Records will be destroyed at the end of retention period by State approved methods.
Worksheet
Record Location
Middle TN Regional Office 291 Stewarts Ferry Pike, Nashville, TN 37214
East TN Regional Office Knoxville Regional Office Langley Building 520 West Summit Hill Drive, Suite 201 Knoxville, TN 37902
West TN Regional Office 11437 Milton Wilson Road Arlington, TN 38002-0949
East TN Regional Office Knoxville Regional Office Langley Building 520 West Summit Hill Drive, Suite 201 Knoxville, TN 37902
West TN Regional Office 11437 Milton Wilson Road Arlington, TN 38002-0949
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2004 to current
Allotment Code
344.01
Annual Accumulation
1 cu. ft - paper
10 megabytes - electronic
10 megabytes - electronic
Current Volume
3 cu. ft. - paper
71 megabytes - electronic
71 megabytes - electronic
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Health & Human Services
200 Independence Avenue, S.W.
Washington, D.C. 20201
200 Independence Avenue, S.W.
Washington, D.C. 20201
Essential Record
No
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
45 C.F.R. Part 164, TCA 33-3-103, TCA 52-3-103
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
Shared File Servers
Hardware Description
Virtual server housed in the State Data Center
Software Description
Windows Server
System Location
State of TN Data Centers
Backup Procedures
Replication across Data Centers along with nightly backups to disk which is kept for 30 days then written to the cloud storage tier for up to 7 years. Complete Weekly File Backups Capitol Complex Services Center (CCS)
Disaster Recovery
Restore from appropriate backup is requested for ad-hoc file and folder situations; full DR procedures are maintained by the State Data Center.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
RDA Comments
Records Management Division (RMD)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 2989 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Fri, 09/26/2025
RDA 2989 is a request to revise an RDA. The retention period will change from eleven years to six years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2989.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 2989
