An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1094
Effective Date
Record Series Abstract
Records include but not limited to autopsy report, report of investigations, toxicology reports, and other documents as necessary to document investigations and examinations made as a result of certain deaths occurring within the state of Tennessee such as any person from violence or trauma of any type, suddenly when in apparent health, sudden unexpected death of infants and children, deaths of prisoners or persons in state custody, deaths on the job or related to employment, deaths believed to represent a threat to public health, deaths where neglect or abuse of extended care residents are suspected or confirmed, deaths where the identity of the person is unknown or unclear, deaths in any suspicious/unusual/unnatural manner, found dead, or where the body is to be cremated.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are generated in paper, paper records are then converted to electronic format. Paper is maintained in agency for 4 years, once information is verified for completeness and accuracy the paper records are then destroyed by state approved methods. Microfilmed records are to be converted to electronic format, once images have been verified for completeness and accuracy the microfilm is destroyed by state approved methods. Records had been maintained in paper and microfilm format but have now been completely converted to electronic format and are kept as such. Electronic records kept permanently.
Worksheet
Record Location
VA Building 6, Room 105 Mountain Home, TN 37684
File Arrangement
alpha by county, alpha by decedent name, numerical
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
1975-Current
Agency
Allotment Code
343.2
Annual Accumulation
16 cu.ft / 5GB
Current Volume
15GB /194 cu. ft./182 rolls/26 CDs
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Center for Disease Control, Federal Bureau of Investigation, Drug Enforcement Administration, Dept. of Justice, other state medical examiner, law enforcement agencies, life insurance agencies, etc.
Essential Record
Yes - Original
Essential Record Stored
VA Building 6, Room 105 Mountain Home, TN 37684 NAS device/State
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 38-7-110(d)
Does this Record Series Contain Sensitive Information?
No
Retention Legal Citation
TCA 10-7-54
Electronic Records Plan Inventory
System Name
Isilon NAS
Hardware Description
ECM-NAS (Network Attached Storage) Device
Software Description
OneFS is an approved ECM. It is an operating system for STS for NAS (Network Attached Storage). Encrypted in transit and at rest. File type is a pdf.
System Location
Data Center South (primary) Data Center North (Secondary)
Backup Procedures
Full back up monthly with incremental nightly
Disaster Recovery
Server replicate every 15 minutes between data center south and north
Data Migration Description
Reports are scanned as pdf records and transferred into NAS via batch file
RDA Comments
Records Management Division (RMD)
09-08-2016
Please provide more information in electronic plan inventory such as: system name, how these records are stored, and file type. 9/8/16: agency provided information and RDA is updated to reflect changes.
Tennessee State Library and Archives
09-08-2016
TSLA concurs with RMD comment.
Comptroller Audit Review
09-08-2016
Audit concurs with RMD comments.
Agency Records Officer
09-13-2016
Thank you.
RMD Director
09-29-2016
RDA 1094 is a request to revise an RDA. The retention will change from fifty-two years and destroy to permanent. The format will remain electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1094.
Public Records Commission
11-03-2016
PRC approves RDA 1094