An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10138
Effective Date
Record Series Abstract
A Statewide, Confidential, Patient Reporting And Data Analysis System For Persons Living With HIV/AIDS. Records Basic Patient Information, Risk Factors, Disease Indicative Of AIDS, And Laboratory Data. Data Is Used To Monitor Trends Of The HIV Epidemic. This System Includes Basic Patient Information, Risk Factors, Disease Information, Laboratory Data, And Other Related Information For Each Individual Diagnosed With HIV / AIDS In Tennessee.
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
Documents Received For Electronic Data Entry Are Retained For 30 Days Then Properly Destroyed. The Electronic Data Then Remains In The EHARS Program Permanently And Is Maintained In The System For Permanent Retention.
Worksheet
Record Location
ON SERVER LOCATED AT STS DATA CENTER NORTH, NASHVILLE, TN
File Arrangement
Alphabetically, Searched By Name Using Search Engi
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
2012 - CURRENT
Agency
Allotment Code
34349
Annual Accumulation
13.5GB
Current Volume
54GB
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 WITHIN THE EHARS SYSTEM
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 68-10-113; 68-10-101
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
TCA 68-10-113; 68-10-101
Electronic Records Plan Inventory
System Name
HIV/AIDS Reporting System/EHARS
Hardware Description
VMWARE VIRTUAL SERVER
Software Description
JAVA WEBSITE, SQL DATABASE
System Location
ST DATA CENTER NORTH, NASHVILLE, TN
Backup Procedures
NIGHTLY BACKUPS; RESTORED AS NEEDED
Disaster Recovery
STS Silver Level DR Services
Data Migration Description
Electronic Data Transfer Module Of EHARS Facilitates The Transfer Of Data From State Site To The Center For Disease Control. The Data Transfer Module Also Enables Satellite Sites To Transfer Data To Their State's Central Site. Data Entered In System Must Be Transferred From Central Sites To Center For Disease Control Typically Three Days Before The End Of The Month. If State Enters A Large Number Of Records, Transfers May Take Place More Often, Such As The Fourteenth And Twenty-Eighth Of Each Month.
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 10138 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 10138 is a request to revise an RDA. The retention period will remain 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 10138.
Public Records Commission
03-28-2017
PRC approves RDA 10138