An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10080
Effective Date
Record Series Abstract
The purpose of this system is to study the incidence of selected notifiable diseases, the place of occurrence and the residence of the individuals involved. Reports from the state central office health department are transmitted to the centers for disease control and prevention (CDC). In this system are records that include: notifiable disease report records from hospitals, morbidity report records from physicians/related forms and documents; congenital syphilis follow up forms and related documentation, which are used to report infant syphilis cases in Tennessee; infectious syphilis follow up forms, STD surveillance, chlamydia report forms/related documentation used to report diagnosed syphilis/STDs/chlamydia cases; state laboratory reactive report records, private laboratory reports used to report STD's in Tennessee; interstate transmission control identification record, used to assure inter/intra-state transmission of epidemiology STD information. The above information is entered into the master patient file in prism as applicable.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Data/Information is received and then entered into PRISM and retained permanently.
Worksheet
Record Location
Electronically In Prism and STS Data Center South, Smyrna, TN
File Arrangement
Individuals name
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2010-current
Agency
Allotment Code
34349
Annual Accumulation
16.6 GB
Current Volume
100 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
CDC, CLINICS AND OTHER HEALTH AGENCIES
Essential Record
Yes - Original
Essential Record Stored
IN PRISM. BACKED UP ON SERVER LOCATED AT STS DATA CENTER SOUTH
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
No
Retention Legal Citation
TCA 68-5-104; 68-9-104; 68-9-106; 68-10-101; 68-10-109; 10-7-504
Electronic Records Plan Inventory
System Name
PRISM
Hardware Description
VMWARE VIRTUAL SERVER
Software Description
ASP.NET WEBSITE, SQL DATABASE
System Location
PRISM SYSTEM WHERE RECORDS ARE CREATED AND STORED ON SERVER THAT IS LOCATED AT STS DATA CENTER SOUTH
Backup Procedures
NIGHLTY BACKUPS
Disaster Recovery
STS SILVER LEVEL DR SERVICES
Data Migration Description
Data migration typically occurs every 5-10 years as advancements are made in technology.
RDA Comments
Records Management Division (RMD)
02-16-2017
No recommended changes.
Tennessee State Library and Archives
01-16-2017
No recommended changes.
Comptroller Audit Review
02-16-2017
We have reviewed RDA 10080 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-24-2017
Thank you.
RMD Director
03-10-2017
RDA 10080 is a request to revise an RDA. The retention period will remain permanent. The format will remain electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10080.
Public Records Commission
03-28-2017
PRC approves RDA 10080