An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11178
Effective Date
Record Series Abstract
This record series consist of a HIPAA Authorization Form, Student Health Medical File Charts, Student Intake-History and Physical, TRC Physical Function Assessment, Medical Consultant Sheet, Self-Harm or Threatening Behavior Form, Campus Life documentation and other health or medical record related information. The facility provides Vocational Training, Job Placement/Coaching Services, Occupational Therapy, Physical Therapy, Speech and Language Pathology, Transitional Skills for the Blind, and Psychology Service Information,
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off happens when student participation in a TRC program or service has ended.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper and electronic format. Records are kept until Cut off happens when student participation in a TRC program or service has ended. Once retention has been met records are then destroyed by state approved methods.
Worksheet
Record Location
Paper records are housed at Tennessee Rehabilitation Center (TRC) at Smyrna and approved offsite record storage facilities. Electronic records are housed on the TRC-S SharePoint site.
File Arrangement
alpha/numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2018 to present
Agency
Allotment Code
345
Annual Accumulation
4 cubic feet
Current Volume
15.5 cubic feet
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original Paper Records are stored on site at TRC at Smyrna and electronic records are stored on TRC-S SharePoint Site.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
45 CFR 164.530 / 34 CFR 361.38 / TCA 49-11-604 / TCA 49-11-613
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years 0 months
Retention Legal Citation
45 CFR 164.530 / 34 CFR 361.38 / TCA 49-11-604 / TCA 49-11-613
Electronic Records Plan Inventory
System Name
MS 365 SharePoint
Hardware Description
Hosted in SharePoint Online, part of statewide tenant for TN, physical host is Azure\O365.
Software Description
SharePoint Online is a MS 365 web based application that is in compliance with Fed Ramp and state requirements concerning security and use.
System Location
Human Services is a sub-tenant of statewide SharePoint Online tenant. All content (data and files) are in SharePoint, no interfaces with any other system internal or external.
Backup Procedures
Backup Procedure is included in the statewide SharePoint tenant policy.
Disaster Recovery
Disaster Recovery is included in the statewide SharePoint tenant policy.
Data Migration Description
Data is entered directly into SharePoint, files that are needed are uploaded directly in SharePoint using SharePoint default functionality.
RDA Comments
Records Management Division (RMD)
03-13-2025
No recommended changes.
Tennessee State Library and Archives
03-17-2025
No recommended changes.
Comptroller Audit Review
03-17-2025
We have reviewed RDA 11178 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-19-2025
No recommended changes.
RMD Director
03-28-2025
RDA 11178 is a request to revise an RDA. The retention period will remain six years and then destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11178.
Public Records Commission
04-21-2025
PRC approves RDA 11178