Core Data
RDA Number
10183
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records and maintained information related to Workers' Compensation including claims forms, mediation forms, settlement documents, medical records, drug free workplace applications, medical impairment rating registry documents, compliance program documents, penalty program documents, and specialists orders.
Record Series Active
Yes
Cut Off at End of
Calendar Year
If Other, Explain
N/A
Total Retention Years
75
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
All paper records produced are sent to the Nashville office for scanning. Once received, they are segregated by type, batched and scanned into the Division's document management system, soon after their receipt. They are uploaded to a secure server that is backed-up daily, verified for completeness, accuracy and legibility and the paper documents are placed in locked and secured bins and destroyed in state-approved methods. Records will be kept until retention ends and destroyed by state approved methods.
Worksheet
Record Location
220 French Landing Drive, Nashville, TN 37243
File Arrangement
Alpha and by Year
Media Format Stored
Electronic
Date Range
1935 - Present
Allotment Code
337.03
Annual Accumulation
Estimated amount is 300GB electronic files and 850 cubic feet paper
Current Volume
100 GB electronic files 850 cubic feet paper
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Electronic files and copies of paper documents are stored in the Division's Document Management System.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 50-6-406
Does this Record Series Contain Sensitive Information?
No
Agency Retention
75 years
Records Center Retention Period
N/A
Retention Legal Citation
YES, TCA 50-6-201
Electronic Records Plan Inventory
System Name
SmartSearch by Square-9 v 4.0.0.0
Hardware Description
Electronic content software is running on a Windows Server 2012 R2 server virtual guest on VMWare.
Software Description
SmartSearch by Square-9 v 4.0.0.0
System Location
Data Center South
Backup Procedures
The Office for Information Resources uses Symantec's Enterprise Netbackup Server version 7.5 currently to backup systems.
Disaster Recovery
For disaster recovery purposes, both daily incremental and weekly full backup images stored locally on fast disk storage systems for 30 days are replicated to the alternate datacenter. So, when a backup occurs overnight to a server at the north datacenter - that same backup image is replicated to the fast disk storage units at datacenter south (and vise versa).
Data Migration Description
These electronic records will remain on the state network in the SANS shared environment until which time the software would be replaced. At that time, a conversion plan would be outlined and the records would be migrated to a new system prior to the sunset of the existing system.
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
Thu, 09/18/2025
We have reviewed RDA 10183 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thu, 09/25/2025
Agency concurs with recommendations
RMD Director
Thu, 09/25/2025
RDA 10183 is a request to revise an RDA. The retention period will remain seventy-five years and destroy. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10183.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 10183
