State flag of Tennessee An official website of the Tennessee Secretary of State.

COMPREHENSIVE ALCOHOL & DRUG INFORMATION

RDA Number
10095
Effective Date
Record Series Abstract
RECORDS INCLUDE BUT NOT LIMITED TO: MAINTAIN RECORDS OF CLIENT ADMISSIONS, TERMINATIONS AND TREATMENT INFORMATION FROM ALCOHOL&DRUG AGENCIES. THESE PATIENT RECORDS CONTAIN NAME, ADDRESS, DATE OF BIRTH, DATES OF ADMISSION AND TERMINATION, AND TREATMENT INFORMATION.
Record Series Active
Yes
Cut Off at End of
Calendar Year
If Other, Explain
N/A
Total Retention Years
20
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
THE FILES ARE TO BE CUT OFF AT THE END OF EACH CALENDAR YEAR THEN, MAINTAIN IN AGENCY 20 YEARS; THEN DESTROY. THE INFORMATION FOR THESE RECORDS IS RECEIVED OVER THE PHONE, ONLINE OR IN-PERSON AND INPUT/KEYED DIRECTLY INTO THE SYSTEM.
Record Location
500 DEADERICK ST, ANDREW JACKSON BLDG., 5th floor, NASHVILLE, TN 37243
File Arrangement
ALPHA
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1985 to CURRENT
Allotment Code
33901
Annual Accumulation
4 BG
Current Volume
31.4 BG
Record Value
Administrative
Fiscal
Historic
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
SUBSTANCE ABUSE SERVICES, CENTRAL OFFICE NASHVILLE
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
CFR42 Part II
Does this Record Series Contain Sensitive Information?
No
Agency Retention
20 YEARS
Records Center Retention Period
0
System Name
TENNESSEE WEB INFRASTRUCTURE FOR TREATMENT SERVICES (TN-WITS)
Hardware Description
No hardware is required; FEi provides hosting services (see below.
Software Description
WITS is a SaaS (Software as a Service) platform, providing electronic health record, billing and data collection capabilities to TDMHSAS and its providers.
System Location
Location of the Principal Place of Business FEi has been located in Columbia, Maryland since its inception in 1999. FEi's office headquarters at 9775 Patuxent Woods Drive, Columbia, Maryland provides approximately 50,000 square feet of office space, including multiple meeting rooms and a fully equipped training room. Computer Resources FEi has invested in state-of-the-art equipment necessary to support our customers. We employ the staff, tools, and procedures to install, maintain, and repair this equipment as well as quickly procure additional equipment when needed. FEi's IT infrastructure consists of approximately 50 physical hosts that service 500 virtual servers and a Virtual Infrastructure using Microsoft Hyper-V, and VMware, in a series of clusters that allow for real-time failover. These clusters are associated with a using approximately 400 TB of data within high-speed storage along with slower speed SAN storage used for data backups, less intensive and temporary applications. Most of these servers are located at a highly sophisticated premier cohosting facility, providing 'network-neutral data centers' serving as core hubs for critical IP networks and Internet operations. This co-location facility provides industry-leading services for physical security, power availability, infrastructure flexibility, and customer support. FEi monitors all of its infrastructure health and utilization using a variety of tools, including Solar Winds for network monitoring and Microsoft Systems Center Operations Manager, for Server health and monitoring. Thresholds have been set to trigger alarms when storage and processing reaches 50 percent capacity and new equipment or additional equipment is added when use reaches 70 percent capacity. This allows the FEi IT team to be responsive to both planned and unplanned growth of the IT infrastructure within a very short timeframe. Both FEi's corporate offices, and our primary co-location facility in Ashburn Virginia, are connected to the Internet seven days a week, 24 hours a day with a 99.9 percent uptime guaranteed. Each has a one GB fiber connection, protected with a firewall network security system. In addition, FEi has an additional secondary facility in Omaha, Nebraska, for the purposes of disaster recovery. FEi uses hosting and cloud services. We are currently providing full Platform as a Service and Software as a Service services for more than 30 customers-including federal agency clients, numerous states, and several large counties across the country.
Backup Procedures
FEi maintains a comprehensive Disaster Recovery Plan, along with a fully capable secondary data center for failover, business continuity, and disaster recovery.
Disaster Recovery
Please refer to the section on DR/BCP of the attached security program overview document.
Data Migration Description
Vendor manages data migration plan as part of contract.
Records Management Division (RMD)
10-27-2022
No recommended changes.
Tennessee State Library and Archives
10-26-2022
No recommended changes.
Comptroller Audit Review
10-27-2022
We have reviewed RDA 10095 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-27-2022
Please change the Agency Head to: Commissioner Marie Williams Change my last name from Benhamed to: Brittain
RMD Director
11-03-2022
RDA 10095 is a request to revise an RDA. The retention period will remain twenty years and then destroy. The format will be electronic. The Worksheet has been updated. Recommend approval of the request to revise RDA 10095.
Public Records Commission
04-18-2023
PRC approves RDA 10095.