An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10130
Effective Date
Record Series Abstract
A System Designed By The Centers For Disease Control And Prevention To Collect Data From Health Departments That Are Providing HIV Testing. This System Collects Demographic And Counseling Information Concerning Patients Tested For HIV (Formerly PEMS).
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Data Entered Is Stored, Maintained, And Retained Electronically In Evaluation Web Permanently.
Worksheet
Record Location
Electronically In Evaluation Web, Wintek Corporation; Lafayette, Indiana.
File Arrangement
Numerically, Searched By Client Identification Num
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2012 - current
Agency
Allotment Code
34349
Annual Accumulation
4.325GB
Current Volume
17.3GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
CDC, CLINICS, AND OTHER HEALTH AGENCIES
Essential Record
Yes - Original
Essential Record Stored
Electronically In Evaluation Web, Wintek Corporation; Lafayette, Indiana.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
TCA 10-7-504
Electronic Records Plan Inventory
System Name
OGC CASE TRACKING SYSTEM - evaluation web
Hardware Description
Web Based, Cloud Storage.
Software Description
Access 7.0 - SQL DATABASE.
System Location
Wintek Corporation; Lafayette, Indiana.
Backup Procedures
Nightly Backups Via Another Server.
Disaster Recovery
The Iron Mountain mechanism is used to further back up data once a month for offsite storage for disaster recovery. Luther Consulting, LLC provides manual procedures and automated VMWare Site Recovery at the Iron Mountain facility for recovery of the Evaluation Web system to known state after a failure or compromise, within 12 hours at the alternate site if required.
Data Migration Description
Web-Based Database Built Via Luther Consulting And Mandated Via The Center For Disease Control. Data In System Must Be Electronically Transferred Via Luther Consulting Server For The Center For Disease Control. Data Quality/Data Management Summary Report Transferred Electronically To Center For Disease Control Biannually.
RDA Comments
Records Management Division (RMD)
02-09-2017
No recommended changes.
Tennessee State Library and Archives
02-09-2017
No recommended changes.
Comptroller Audit Review
02-13-2017
We have reviewed RDA 10130 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-24-2017
Thank you.
RMD Director
03-10-2017
RDA 10130 is a request to revise an RDA. The retention period will change from twelve years and destroy to permanent. The format will remain electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10130.
Public Records Commission
03-28-2017
PRC approves RDA 10130