Record Series Abstract
THE RECORDS CONSIST OF PRE ADMISSION EVALUATIONS & INDIVIDUAL SUPPORT PLANS
Record Series Active
Cut Off at End of
If Other, Explain
AFTER PERSON'S DEATH OR TERMINATION OF SERVICES/DISCHARGE
Total Retention Years
Total Retention Months
Retention End Action
Record is created in paper or electronically and kept in DIDD regional offices. Any paper records converted to electronic format will be verified for content, accuracy and usability prior to destruction of paper record. Records will be destroyed at the end of retention period by the State approved method.
Middle TN Regional Office 291 Stewarts Ferry Pike, Nashville, TN 37214 East TN Regional Office Knoxville Regional Office Langley Building 520 West Summit Hill Drive, Suite 201 Knoxville, TN 37902 West TN Regional Office 11437 Milton Wilson Road Arlington, TN 38002-0949
Media Format Generated
2004 - current
1 cu. ft 10 megabytes
3 cu. ft. 71 megabytes
Information Shared Outside the State
U.S. Department of Health & Human Services 200 Independence Avenue, S.W. Washington, D.C. 20201 https://www.hhs.gov/hipaa/for-professionals/breach-notification/index.html
Essential Record Media Type
Confidential Legal Citation
45 CFR Part 164, TCA 33-3-103
Does this Record Series Contain Sensitive Information?
11 years after death or person's discharge/service termination
Records Center Retention Period
Retention Legal Citation
Electronic Records Plan Inventory
Shared File Servers
Virtual server housed in the State Data Center
Windows Server 2012 R2
State of TN Data Centers Capitol Complex Services Center (CCS) 901 5th Avenue North, Nashville, TN 37243
Replication across Data Centers along with nightly backups to disk which is kept for 30 days then written to the cloud storage tier for up to 7 years. Complete Weekly File Backups Capitol Complex Services Center (CCS) 901 5th Avenue North, Nashville, TN 37243
Restore from appropriate backup is requested for ad-hoc file and folder situations; full DR procedures are maintained by the State Data Center.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2989 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 2989 is a request to revise an RDA. The retention period will change from three years to eleven years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2989.
Public Records Commission
PRC approves RDA 2989.