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Referrals from Prison, Hospitals and Community Providers

RDA Number
Effective Date
Record Series Abstract
Records include but are not limited to: court orders, affidavits, intake reports, evaluations and old records from Mental Health Agencies. Documentation utilized for the admission of patients/clients referred to the agency by Prisons, Hospitals, and Community Providers. Including form titles: RMHI 301(A)Forensic Team Meeting Staff Conference progress Note and Forensic Discharge Summary.Conference progress Note and Forensic Discharge Summary.
Record Series Active
Cut Off at End of
If Other, Explain
Calendar year of referral
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Maintain for five years after calendar year of referral and then destroy. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy.
Allotment Code
Record Location
At each of the Regional Mental Health Institutes: Middle MHI - 221 Stewarts Ferry Pk, Nashville, TN 37214. Western MHI - 11100 Hwy 64, Bolivar, TN 38008. Moccasin Bend MHI - 100 Moccasin Bend Rd, Chattanooga, TN 37405. Memphis MHI - 951 Court Ave, Memphis, TN 38103.
File Arrangement
Date Range
2003 - current
Annual Accumulation
16 cu. ft. 1 gigabyte
Current Volume
74 cu. ft. 2 gigabytes
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Duplicate
Essential Record Stored
Regional Mental Health Institutes @ Nashville, Chattanooga, Bolivar and Memphis.
Essential Record Media Type
Confidential Legal Citation
T.C.A. 33-3-103
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
Records Center Retention Period
System Name
Oracle file servers
IT-ABC Number
Hardware Description
The electronic records are stored in folders on a strategic technology solutions (STS) server. All hardware for maintaining the record series shall be maintained in accordance with the current standards of STS.
Software Description
Documents and metadata are captured by using multi-function devices and scanning the document by pressing the appropriate button on the multi-function device using Lexmark document distributor software.
System Location
The electronic records are kept on a server maintained and supported by STS at their Data Center, 901 5th Ave N, Nashville, TN. 37243.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of STS, located in the 901 5th Ave N, STS Building, Nashville, TN. 37243. Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The agency shall have a detailed disaster recovery plan for the system in accordance with the current standards of STS. The disaster recovery plans shall be reviewed annually.
Data Migration Description
Documents are scanned to the state network to a folder on a STS server. The metadata captured at the time of scan is stored in a Microsoft SQL server database and is deleted at the 5 year retention disposition.
Legacy Revision UUID