Record Series Abstract
Medical treatment records of participating plan members utilizing the state's clinic. Records include: patient name, address, telephone, work department and division, Social Security number, drivers license#, insurance information, drugs currently taking, brief medical history information and current medical problem and how treated.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Records will be maintained in agency, on a server, for ten years in electronic format. Existing records in paper format may be converted to electronic format as needed. Electronic version will be verified for accuracy prior to destruction of paper record. Records are confidential and will be destroyed by state approved method upon end of retention period.
312 Rosa L. Parks Avenue, 2nd floor Nashville
1993 to current
1 gigabyte estimated
75 cu ft paper no gigabyte at this time
Information Shared Outside the State
Yes - Original
Essential Record Stored
Stored on contracted vendor servers. Legacy paper records stored on 2nd floor of TN Tower.
Essential Record Media Type
Confidential Legal Citation
TCA 11-68-304 Title 45 CFR parts 160 & 164
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
TCA 68-11-302, 303, 304, & 305 Title 45 CFR parts 160 & 164
Legal Citation PDF
Allscripts Electronic Health Record
Microsoft Windows Server 2008 R2 Standard
Allscripts Professional EHR software
TN Tower 3rd Floor
The Contractor maintains a business continuity and a disaster recovery plan in accordance to the state contract. The Contractor conducts daily, weekly, and monthly backups of the data.
The Contractor maintains a business continuity and a disaster recovery plan in accordance to the state contract. In the event of a declared major failure or disaster the Contractor's critical functionality will be restored within seventy-two hours of the failure or disaster's occurrence.
Data Migration Description
The Contractor has a data migration plan for when updating servers or software versions.
Legacy Revision UUID