An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11459
Effective Date
Record Series Abstract
The record consists of a sleep log, a weekly data sheet that captures the hours slept for each individual in 30-minute increments.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off occurs when a person is discharged from the Harold Jordan Center.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are kept in their original paper and electronic format. A paper record is created at date of admission for individuals at the Harold Jordan Center. The paper record is maintained in the individual's personal binders on the unit. Each week, the record is collected and kept in the Behavior Analyst's office at the Harold Jordan Center. Additionally, each week the paper records are scanned and stored electronically. At the end of the retention time, the records are destroyed in accordance with state approved methods.
Worksheet
Record Location
Harold Jordan Center
259 Stewarts Ferry Pike
Nashville, TN 37214
259 Stewarts Ferry Pike
Nashville, TN 37214
File Arrangement
alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
2016 to current
Allotment Code
344.01
Annual Accumulation
Less than 1 gigabyte
Approximately 2 cubic feet
Approximately 2 cubic feet
Current Volume
Less than 1 gigabyte
Approximately 7 cubic feet
Approximately 7 cubic feet
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
45 CFR Part 164 and T.C.A. 33-3-103
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10 years
Records Center Retention Period
N/A
Retention Legal Citation
T.C.A. 33-3-101 (d)
Electronic Records Plan Inventory
System Name
Shared File Servers/FileNet
Hardware Description
Server Windows 2012 R2
Software Description
Microsoft Office Applications
System Location
State of Tennessee Data Centers
Backup Procedures
Replication across data centers complete weekly file backup.
Disaster Recovery
3 months - on site 7 years - Stone Mountains
Data Migration Description
Data is stored as combination of pdf and/or MS Word and Excel files. Data is periodically back up by STS. Data may be copied and/or extracted in bulk through standard Windows file.
RDA Comments
Records Management Division (RMD)
03-21-2024
No recommended changes.
Tennessee State Library and Archives
03-22-2024
No recommended changes.
Comptroller Audit Review
03-22-2024
We have reviewed RDA 11459 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2024
Thank you!
RMD Director
03-27-2024
RDA 11459 is a request to create an RDA. The retention period will be ten years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11459.
Public Records Commission
04-24-2024
PRC approves RDA 11459