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Closed Contested Case Hearing Files and Quality Measure Files

Core Data
RDA Number
2139
Effective Date
Record Series Abstract
Contain brief, orders, and various correspondence pertaining to files and staff/agency determination files. Also contains Quality Measure Reports.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Final Order/Report is generated
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 Order/Report is generated. 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.
Worksheet
Record Location
Health Services and Development Agency File Room (Andrew Jackson Building, 9th Floor) and State Data Center (state server)
File Arrangement
By Assigned Docket Number and Certificate of Need Number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Media Format Stored
Paper
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Date Range
January 1990 to Current
Agency
Health Facilities Commission
Allotment Code
H00000001
Annual Accumulation
(Paper) Less than 1 cubic foot; (Electronic) Approximately 128 mb
Current Volume
(Paper)45 cubic feet; (Electronic) Approximately 560 mb
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
Electronic Records Plan Inventory
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 compatable with many different operating systems.
Metadata Description
Generated pdf files are saved on the agency's portion of the state server. They are saved in the following manner.
(For all Legal files not Quality Measure)
Root Folder: Legal Files
SubFolder: (Contested Cases) Contested Cases (Agency Determinations) Agency Determinations (Staff Determinations) Staff Determinations followed by folders of each year.
Record: Docket Number and Project Name
(For Quality Measure Files)
Root Folder: CON Applications
SubFolder: Quality Measure Report followed by a folder with the assigned CON number and project name.
Record: "Quality Measure Report" with date
RDA Comments
Records Management Division (RMD)
08-24-2023
No recommended changes.
Tennessee State Library and Archives
08-29-2023
No recommended changes.
Comptroller Audit Review
08-25-2023
We have reviewed RDA 2139 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-30-2023
We concur with all the recommendations that were made and appreciate the review that was taken.
RMD Director
09-01-2023
RDA 2139 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 2139.
Public Records Commission
09-28-2023
PRC approves RDA 2139.