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Certificate of Needs Files

RDA Number
1651
Effective Date
Record Series Abstract
Certificate of Need Application, Related General Counsel Modifications/Extensions, and Final Project Report
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Final Project Report
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are generated in paper, paper records are scanned and maintained until the final project report. Paper records are verified for completeness and accuracy and kept in agency for 5 years and then destroyed by state approved methods. Electronic records are kept permanently in agency.
Record Location
Agency File Room (Andrew Jackson Building, 9th Floor) and Agency/State Server (State Data Center)
File Arrangement
By Assigned Certificate of Need Number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Date Range
January 1990 to Current
Allotment Code
H00000001
Annual Accumulation
(Paper) Approximately 9 cubic feet; (Electronic) Approximately 1 GB
Current Volume
(Paper) 205 cubic feet; (Electronic) 38.3 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
System Name
AF07_Data (\\AG035DCWF00520)
Hardware Description
State server
Software Description
Adobe pdf files
System Location
State Data Center
Backup Procedures
Standard Backup protocols for STS
Disaster Recovery
Standard Disaster Recovery protocols for STS
Data Migration Description
Generated files are saved as pdf files which are compatible with many different operating systems.
Records Management Division (RMD)
08-20-2020
Recommend approval with agency looking into possible ECM solutions for long term solution
Tennessee State Library and Archives
08-20-2020
Concur with Records Management's comments.
Comptroller Audit Review
08-24-2020
We have reviewed RDA 1651 from an audit point. We concur with the recommended retention and disposition specifications and agree with records management's comment that the agency look into possible ECM solutions for a long term solution.
Agency Records Officer
08-27-2020
8/27/2020 Health Services and Development Agency acknowledges the recommendation to research into a long term solution for storing these records. Currently, the files are stored on the state server as pdf's; however, other solutions within our budgetary means will be researched.
RMD Director
08-27-2020
RDA 1651 is a request to revise an RDA. The retention period will remain Permanent. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. The agency is examining the options to best store long term records electronically and will update the RDA worksheet once the solution is determined. Recommend approval of the request to revise RDA 1651.
Public Records Commission
09-21-2020
PRC approves RDA 1651