An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11281
Effective Date
Record Series Abstract
Records Series Abstract: Records include but are not limited to: All records kept in the Legal Case files, attorney work product, Conservatorship Orders, Judicial Commitment Order and Probable Cause Commitment Orders. Easy access to information. Including form titles: Order Following PCH Directing Defendant be Held Pending Hearing for Involuntary Commitment and Order Directing Defendant be Involuntarily Committed.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Final Case Closure
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain for five years after the final case closure 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.
Worksheet
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 and Central Office 500 Deaderick St. Nashville 37243
File Arrangement
Alphabetical
Media Format Generated
Both
Date Range
2011 - current
Agency
Allotment Code
339
Annual Accumulation
5 cu. ft 1 gigabyte
Current Volume
32 cu. ft. 2 gigabytes
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Regional Mental Health Institutes @ Nashville, Chattanooga, Bolivar and Memphis.
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
T.C.A. 33-3-103
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Oracle file servers
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.
RDA Comments
Records Management Division (RMD)
03-29-2018
Please confirm if these records are copies or originals. Cut off should be at "Closure of Case." Please confirm if these case files are confidential. Missing Audit Requirements.
Tennessee State Library and Archives
03-29-2018
TSLA concurs in RMD comments.
Comptroller Audit Review
03-29-2018
Audit concurs with RMD comments.
Agency Records Officer
04-02-2018
We concur. These records are copies. Cut off at the end of each calendar year. These case files are not confidential. Are records subject to fiscal audit? No
RMD Director
04-02-2018
RDA 11281 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11281 with the following changes: Records Series Abstract: Records include but are not limited to: All records kept in the Legal Case files, attorney work product, Conservatorship Orders, Judicial Commitment Order and Probable Cause Commitment Orders. Easy access to information. Including form titles: Order Following PCH Directing Defendant be Held Pending Hearing for Involuntary Commitment and Order Directing Defendant be Involuntarily Committed. Cut Off: Final Case Closure Disposition Notes: Maintain for five years after the final case closure 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. Audit Requirements: State Confidential: Yes Confidential Legal Citation: T.C.A. 33-3-103 (Agency agreed to Director Recommendations on 4/6/2018)
Public Records Commission
04-25-2018
PRC approves RDA 11281 with following changes: Records Series Abstract: Records include but are not limited to: All records kept in the Legal Case files, attorney work product, Conservatorship Orders, Judicial Commitment Order and Probable Cause Commitment Orders. Easy access to information. Including form titles: Order Following PCH Directing Defendant be Held Pending Hearing for Involuntary Commitment and Order Directing Defendant be Involuntarily Committed. Cut Off: Final Case Closure Disposition Notes: Maintain for five years after the final case closure 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. Audit Requirements: State Confidential: Yes Confidential Legal Citation: T.C.A. 33-3-103 (Agency agreed to Director Recommendations on 4/6/2018)