An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2989
Effective Date
Record Series Abstract
THE RECORDS CONSIST OF PRE ADMISSION EVALUATIONS & INDIVIDUAL SUPPORT PLANS
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
AFTER PERSON'S DEATH OR TERMINATION OF SERVICES/DISCHARGE
Total Retention Years
11
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record is created in paper or electronically and kept in DIDD 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 the State approved method.
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
File Arrangement
Alpha
Media Format Generated
Both
Date Range
2004 - current
Allotment Code
344.01
Annual Accumulation
1 cu. ft 10 megabytes
Current Volume
3 cu. ft. 71 megabytes
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 https://www.hhs.gov/hipaa/for-professionals/breach-notification/index.html
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
45 CFR Part 164, TCA 33-3-103
Does this Record Series Contain Sensitive Information?
No
Agency Retention
11 years after death or person's discharge/service termination
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Shared File Servers
Hardware Description
Virtual server housed in the State Data Center
Software Description
Windows Server 2012 R2
System Location
State of TN Data Centers Capitol Complex Services Center (CCS) 901 5th Avenue North, Nashville, TN 37243
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) 901 5th Avenue North, Nashville, TN 37243
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)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2017
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 2989 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-08-2018
Thank you!
RMD Director
10-11-2018
RDA 2989 is a request to revise an RDA. The retention period will change from three years to eleven years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2989.
Public Records Commission
10-30-2018
PRC approves RDA 2989.