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Joint Annual Reports of Hospitals And Health Related Facilities

Core Data
RDA Number
1530
Effective Date
Record Series Abstract
Annual reports from hospitals and health related facilities including but not limited to ambulatory surgical treatment centers, assisted-care living facilities, home health agencies, hospices, nursing homes and outpatient diagnostic centers across Tennessee.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Maintain in office 5 years, then transfer to library and archives. May be microfilmed or reproduced by other image storage media
Worksheet
Record Location
710 James Robertson Parkway, Andrew Johnson Tower, 2nd Floor, Nashville, TN 37243 and LIBRARY Archives
File Arrangement
Numeric
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
2011-Current
Agency
Dept. of Health
Allotment Code
34320
Annual Accumulation
2 CU FT/100 MB
Current Volume
10 CU FT/700 MB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Tennessee Hospital Association, Tennessee Hospital Alliance, Researchers and students
Essential Record
Yes - Original
Essential Record Stored
Library and Archives
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Retention Legal Citation
TCA 68-11-204
Electronic Records Plan Inventory
System Name
JOINT ANNUAL REPORTS OF HOSPITALS AND HEALTH RELATED FACILITIES
Hardware Description
VMware, OIR Data Center File Server currently resides on DC0419006WF000. Recovery requires a standard server with MS Windows 2003 or greater operating system with 210 gigabytes of available disk space. Database Server Currently resides on DC0419006WF000. Recovery requires a standard file server with Windows 2003 or greater operating system. Database on DC20SDCWB00001. Recovery requires an encrypted SQL Server 2008 with 35.02 gigabytes of available disk space
Software Description
FILESHARE
System Location
DATA CENTER SOUTH, SMYRNA, TN
Backup Procedures
Daily, by OIR, following OIR established policy & procedures. File server and database server backups are performed daily by OIR.
Disaster Recovery
OIR network recovery policy & procedures. Non-critical recovery time. Location: Data Center South RTO:> 2 weeks RPO: 24 hours OIR Level: Bronze
Data Migration Description
Date migration typically occurs every 5-10 years as advancements are made in technology.
Metadata Description
The Joint Annual Report system is a multistep process designed to collect required data from seven facility types: Assisted Care Living Facilities, Ambulatory Surgical Treatment Centers, Home Health, Hospice, Hospitals, Nursing Homes, and Outpatient Diagnostic Centers. The facilities can be licensed by both Department of Health and Department of Mental Health.
RDA Comments
Records Management Division (RMD)
09-08-2016
No recommend changes.
Tennessee State Library and Archives
09-08-2016
No recommended changes.
Comptroller Audit Review
09-08-2016
We have reviewed RDA 1530 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-13-2016
Thank you.
RMD Director
09-29-2016
RDA 1530 is a request to revise an RDA. The retention will remain five years and transfer to Library & Archives for permanent retention and the format electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1530.
Public Records Commission
11-03-2016
PRC approves RDA 1530