An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3071
Effective Date
Record Series Abstract
These records may include but are not limited to admission and preadmission documents, medical care, mental health, treatment, discharge summary, aftercare services, death certificate, escape reports and order for Judicial Commitment, etc.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
PATIENTS DEATH OR DISCHARGE/AGE OF MAJORITY
Total Retention Years
11
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
RECORDS ARE KEPT IN PAPER AND ELECTRONIC FORMAT. ANY PAPER SCANNED WILL BE DESTROYED UPON VERIFICATION OF SUCCESSFUL TRANSFER. PAPER RECORDS NOT SCANNED WILL BE KEPT UNTIL RETENTION EXPIRES. ELECTRONIC RECORDS ARE DESTROYED AFTER RETENTION EXPIRES.
Worksheet
Record Location
Arlington, Greene Valley, and Clover Bottom Developmental Centers (11437 Milton Wilson Road, Arlington, TN 38002, 4850 E. Andrew Johnson Highway, Greeneville, TN 37744-0910, 275 Stewarts Ferry Pike, Nashville, TN 37214)
File Arrangement
alpha & numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1946 to current
Allotment Code
344.01
Annual Accumulation
50 cubic foot 1.88 Gigabytes
Current Volume
15,659 cubic foot 30 Gigabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Arlington, Greene Valley, and Clover Bottom Developmental Centers (all DIDD facilities)Arlington, Greene Valley, and Clover Bottom Developmental Centers (11437 Milton Wilson Road, Arlington, TN 38002, 4850 E. Andrew Johnson Highway, Greeneville, TN 37744-0910, 275 Stewarts Ferry Pike, Nashville, TN 37214)
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
CFR 45 Part 164, T.C.A. 33-3-103 and 10-7-504.
Does this Record Series Contain Sensitive Information?
No
Agency Retention
11
Records Center Retention Period
0
Retention Legal Citation
33-3-101 & 68-11-305(a)(2)
Electronic Records Plan Inventory
System Name
Sharepoint
Hardware Description
Virtual Server
Software Description
MICROSOFT OFFICE APPLICATIONS -0365
System Location
STATE OF TENNESSEE DATA CENTER Capitol Complex Services Center (CCSC), cloud
Backup Procedures
APPLICATION ACROSS DATA CENTERS COMPLETE WEEKLY FILE BACKUPS.
Disaster Recovery
3 MONTHS ON-SITE 7 YEARS - STONE MOUNTAIN
Data Migration Description
DATA IS STORED AS A COMBINATION OF PDF AND/OR MICROSOFT WORD AND EXCEL FILES. DATA IS PERIODICALLY BACKED UP BY STS. DATA MAY BE COPIED AND/OR EXTRACTED IN BULK THROUGH STANDARD WINDOWS FILE RESTORE PROCESSES OR BY STANDARD ETL PROCESSES, OR FILES CAN BE COPIED OR MOVED BY AN INDIVIDUAL USER THROUGH NORMAL WINDOWS FEATURES.
RDA Comments
Records Management Division (RMD)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
04-05-2022
No recommended changes.
Comptroller Audit Review
04-01-2022
We have reviewed RDA 3071 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2022
Thank you!
RMD Director
09-08-2022
RDA 3071 is a request to revise an RDA. The retention period will change from ten years to eleven years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 3071.
Public Records Commission
10-05-2022
PRC approves RDA 3071.