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
Cut Off at End of
If Other, Explain
Final Case Closure
Total Retention Years
Total Retention Months
Retention End Action
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.
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
2011 - current
5 cu. ft 1 gigabyte
32 cu. ft. 2 gigabytes
Information Shared Outside the State
Yes - Duplicate
Essential Record Stored
Regional Mental Health Institutes @ Nashville, Chattanooga, Bolivar and Memphis.
Essential Record Media Type
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Record Sample PDF
Oracle file servers
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.
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.
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 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.
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