An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10106
Effective Date
Record Series Abstract
Records include by not limited to; captures patient demographic information & services provided by the health department at the regional and clinic levels. The system's primary functions are to register patients, compile patient encounters, track high risk patients, produce participation reports and capture eligibility information for the WIC (Women, Infants, and Children) program.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
at the end of each patient visit
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are generated and stored electronically. The files are to be cut off at the end of each patient visit then, maintain in agency 10 year(s); then destroy by state approved methods
Worksheet
Record Location
STS Data Center North
File Arrangement
Alpha numeric
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1997 - Current
Agency
Allotment Code
34345
Annual Accumulation
1gb
Current Volume
5gb
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
7 CFR 246.25, T.C.A 63-2-101, T.C.A 68-11-305, T.C.A. 68-1-109
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10
Retention Legal Citation
7 CFR 246.25, T.C.A 63-2-101, T.C.A 68-11-305, T.C.A. 68-1-109
Electronic Records Plan Inventory
System Name
IBM System AS400
Hardware Description
AS425
Software Description
PTBMIS
System Location
The database containing electronic records is kept on servers maintained and supported by STS at State Data Centers
Backup Procedures
Backup procedures shall be maintained in accordance with Current STS Data Center Operations policy
Disaster Recovery
Disaster Recovery procedures shall be maintained in accordance with Current STS Data Center Operations policy
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
RDA Comments
Records Management Division (RMD)
10-04-2018
Please explain the difference between RDA 10106 and RDA 11311. RDA 10106 states that WIC records are retained in this RDA as well as RDA 11311.
Tennessee State Library and Archives
10-04-2018
TSLA concurs in RMD comments.
Comptroller Audit Review
10-04-2018
Audit concurs with RMD comments.
Agency Records Officer
10-12-2018
RDA 10106 PTBMIS is an older system that we will be migrating our WIC data into (RDA 11311 TNWIC) for MIS & eWIC in September 2020, we wanted to get the RDA started in order to stay in compliance with our RDAs.
RMD Director
10-15-2018
RDA 10106 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be electronic. The agency clarified that certain information will be eventually migrated into RDA 11311 when the current system is replaced. Agency will retire this system and migrate appropriate data at that time. Recommend approval of request to revise RDA 10106.
Public Records Commission
10-30-2018
PRC approves RDA 10106.