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Clinic Patient Records

RDA Number
Effective Date
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
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
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.
Allotment Code
Record Location
312 Rosa L. Parks Avenue, 2nd floor Nashville
File Arrangement
alpha numeric
Date Range
1993 to current
Annual Accumulation
1 gigabyte estimated
Current Volume
75 cu ft paper no gigabyte at this time
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
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?
Agency Retention
Records Center Retention Period
System Name
Allscripts Electronic Health Record
Hardware Description
Microsoft Windows Server 2008 R2 Standard
Software Description
Allscripts Professional EHR software
System Location
TN Tower 3rd Floor
Backup Procedures
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.
Disaster Recovery
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