An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11046
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
Yes
Cut Off at End of
Calendar Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
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.
Worksheet
Record Location
312 Rosa L. Parks Avenue, 2nd floor Nashville
File Arrangement
alpha numeric
Media Format Generated
Electronic
Date Range
1993 to current
Allotment Code
317.04
Annual Accumulation
1 gigabyte estimated
Current Volume
75 cu ft paper no gigabyte at this time
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
No
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
Electronic
Confidential
No
Confidential Legal Citation
TCA 11-68-304 Title 45 CFR parts 160 & 164
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10
Records Center Retention Period
0
Retention Legal Citation
TCA 68-11-302, 303, 304, & 305 Title 45 CFR parts 160 & 164
Electronic Records Plan Inventory
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.
RDA Comments
Records Management Division (RMD)
02-26-2015
No recommended changes
Tennessee State Library and Archives
02-26-2015
No recommended changes.
Comptroller Audit Review
02-27-2015
We have reviewed RDA 11046 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-02-2015
No recommended changes.
RMD Director
03-04-2015
RDA 11046 is a request for a new RDA. The records series will be retained for ten years and destroyed, The format will be paper/electronic. Recommend approval of RDA 11046.
Public Records Commission
03-30-2015
Approved by the PRC.