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Vocational Rehabilitation (VR)Client Records

RDA Number
2117
Effective Date
Record Series Abstract
This Record series consist of individual records for vocational rehabilitation clients including personal information, medical records, psychological records, school records, fiscal records and disposition of case information.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Records are cut off upon case closure.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record are received as paper and then scanned into digital format within 30 days of receipt. Upon verification of images the electronic version is kept for the remainder of the retention period, then destroyed according to state approved methods.
Allotment Code
345
Record Location
The records are located at statewide Vocational Rehabilitation offices and facilities.
File Arrangement
Alpha and Numeric
Date Range
1990 to Current
Annual Accumulation
288 cu. ft. 50 gigabytes
Current Volume
1444 cu. ft. 4.17 gigabytes.
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
VR maintains the paper documents. Electronic data and images are maintained at Strategic Technology Solutions (STS) Data Center. After the required retention period, records are destroyed according to state approved methods.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
T.C.A. 49-11-13 and 34C.F.R. 341.38
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years 0 months
Record Sample PDF
System Name
Vocational Rehab TRIMS (Tennessee Rehabilitation Information Mgt System)
Hardware Description
The electronic records are permanently stored in Strategic Technology Solutions(STS)FileNet system. All hardware for maintaining the records series shall be maintained in accordance with the current standards of(STS). Before documents are stored in FileNet they are stored on an STS VmWare server in a folder and the metadata is stored in a database on an STS server.
Software Description
FileNet is STS' electronic storage/retrieval system. All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS. Before documents are stored in FileNet the document and its metadata are captured one of two ways; 1) using multi-function devices and scanning the document with a barcoded cover sheet using Lexmark Document Distributor software or 2) uploading the document via DHS .net web application. TIF, TIFF, and PDF are the acceptable file types as of the date of this document, 12-15-2015. NOTE: Filenet Object Store is DHS Filenet Document Class is Voc Rehab
System Location
Department of Human Services uses the TRIMS system. The electronic record is kept on servers maintained and supported by STS (Strategic Technology Solutions) at their Data Center. STS servers used before documents are stored in FileNet are also located at STS Data Centers.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
TRIMS documents are scanned via state mfp on the state network or uploaded via state .net intranet web application to a folder on an STS server that the TRIMS application points to for documents that are available to be attached to a case in TRIMS. As the document is attached to a case it is moved from the STS server to the Filenet Repository. The metadata captured at the time of scan or upload is stored in a Microsoft SQL Server database and is never deleted, not even for documents that are not attached to a TRIMS case. The document on the STS server is deleted after it is moved to Filenet. Documents uploaded or scanned to the STS folder are automatically deleted after two weeks from the date they were uploaded or scanned if they are not attached to a TRIMS case.
Legacy Revision UUID
603