An official website of the Tennessee Secretary of State.
Core Data
RDA Number
150
Effective Date
Record Series Abstract
RECORDS INCLUDE BUT ARE NOT LIMITED TO MEDICAL HISTORIES, REPORTS, SUMMARIES, DIAGNOSIS, RECORD OF TREATMENT, ETC.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
AT THE END OF EACH VISIT
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
THE FILES ARE TO BE CUT OFF AT THE END OF EACH VISIT THEN, MAINTAIN IN AGENCY FOR 10 YEARS; OR AFTER AGE OF MAJORITY PLUS ONE YEAR, WHICH EVER IS LONGER; THEN DESTROY.
Worksheet
Record Location
LOCAL HEALTH DEPARTMENT/CLINIC (RECORDS OFFICER HAS LIST OF LOCATIONS)
File Arrangement
PAPER: NUMERIC, ELECTRONIC: ALPHA NUMERIC
Media Format Generated
Both
Date Range
1967 - Current
Agency
Allotment Code
343.6
Annual Accumulation
2200 cubic feet in paper, 70gb
Current Volume
36,250 cubic feet in paper, 700gb
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES, U.S. DEPARTMENT OF AGRICULTURE, U.S. DEPARTMENT OF HOMELAND SECURITY, CENTERS FOR MEDICARE AND MEDICAID SERVICES, ETC.
Essential Record
Yes - Original
Essential Record Stored
LOCAL HEALTH DEPARTMENT (RECORDS OFFICER HAS LIST OF LOCATIONS)
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 63-2-101
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 YEARS
Records Center Retention Period
0
Retention Legal Citation
T.C.A. 68-11-305
Electronic Records Plan Inventory
System Name
(EPI) ELECTRONIC PUBLIC-HEALTH INFORMATION
Hardware Description
The EPI infrastructure consists of multiple environments - Development, Test/Train, Production, Availability (DR) and Data Migration. All hardware is located in the State's Data Centers. The Development environment is two (2) Linux physical servers located in the South Data Center (SDC). The Test/Train environment consists of seven (7) Virtual Machine (VM) servers - both Linux and Windows located at SDC. The databases and Storage Area Network (SAN) storage are encrypted. The Production environment consists of ten (10) VM servers - both Linux and Microsoft located at SDC. The databases and SAN storage are encrypted. The Availability (DR) environment includes two (2) hot Linux databases which are mirrored to the production databases and SAN replication for the remaining eight (8) VM servers. These are located at the North Data Center (NDC). The Data Migration environment, which is at the production level, consists of two (2) Linux VM servers located at SDC. The databases and SAN storage are encrypted. All of the environments are supported for user access using the State's Citrix XenApp solution which encrypts network traffic from the user to the Data Centers.
Software Description
EPI is facilitated by the use of vxVistA. The vxVistA suite is a product of software components developed by DSSInc., and the VistA software developed the Department of Veteran's Affairs (VA) and released under the Freedom of Information Act (FOIA). vxVistA is built in client-server architecture. It ties together workstations and personal computers with graphical user interfaces at health facilities, as well as software developed by local medical staff.
System Location
All EPI Production servers, Non-Production servers and storage are located at Data Center South (SDC). The Availability (DR) servers and SAN replication for DR is located at NDC. All stored data is in Encrypted SAN storage.
Backup Procedures
All EPI servers are backed up in EMC Avamar on Encrypted SAN storage with a backup policy that backs up all local drives. The backup includes all four (4) storage drives on the EPI databases. Avamar backups run daily for incremental file level back-up with the full server backup completed on the last Friday of each month. These are kept onsite at the Data Center for 30 days. The Encrypted back-up is also transferred to tape and stored at Iron Mountain with seven (7) year retention.
Disaster Recovery
TDH is under agreement with STS via a Memorandum of Understanding (MOU) for disaster recovery services for the EPI Production solution hosted at the state data centers.
Data Migration Description
TDH has approved utilizing the Static Transfer Switches (STS) Tier 3 (formally Gold) Availability option. This option has servers recovered and available within eight (8) hours with a <30 minute lost from hot standby servers. The EPI vxVistA application is mirroring data from the two (2) Production database servers at SDC to the DR hot database servers located at NDC. This portion is not covered under STS Tier 3 Availability since it is application based. The remaining eight (8) VM servers are fully replicated from SDC to NDC Encrypted SAN storage. The design for the Production environment is stored in the STS Availability Ops Planner. If a disaster is declared by STS for the SDC, STS will be recovery at the NDC following their Business Continuity Procedures.
RDA Comments
Records Management Division (RMD)
07-27-2017
No recommended changes.
Tennessee State Library and Archives
08-02-2017
No recommended changes.
Comptroller Audit Review
08-15-2017
We have reviewed RDA 150 from an audit standpoint. We concur with the recommended retention and disposition specifications
Agency Records Officer
08-15-2017
Thank you.
RMD Director
08-18-2017
RDA 150 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will change to paper/electronic. The Worksheet has been updated. Recommend approval of request to revise RDA 150.
Public Records Commission
09-07-2017
PRC approves RDA 150.