An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11264
Effective Date
Record Series Abstract
Records Include But Are Not Limited To: Copies Of Patient's Medical Records For Forensics. Including Form Titles: Final RMHI 301(A)Forensic Team Meeting Staff Conference Progress Note, Inpatient Forensic Data Report, Forensic Discharge Summary, Office Of Forensic & Juvenile Court Services Payment Summary/Authorization Program:400129-Inpatient Services, For Reimbursement.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Once a determination is made by outpatient third-party facility or inpatient state-owned facility, case file is sent to agency for billing purposes. These records are kept separate from the patient medical record. Record Is Generated Maintained In Paper And Electronic format. Paper Records Can Be Destroyed Once Scanned And Verified For Completeness And Accuracy. Maintain By Fiscal Year And Destroy After 5 Years via state approved methods. Copies of Patient Medical Record included in determination file may be destroyed once of no further administrative use.
Worksheet
Record Location
500 DEADERICK ST, AJB 5th FLOOR, DIV OF PLANNING, RESEARCH & FORENSICS #5.130
File Arrangement
ALPHA
Media Format Generated
Both
Date Range
7/1/15 TO CURRENT
Agency
Allotment Code
33901
Annual Accumulation
12 CU. FT. 240 GIGABYTES
Current Volume
24 CU. FT. 1200 GIGABYTES
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
REGIONAL MENTAL HEALTH INSTITUTES @ NASHVILLE, CHATTANOOGA, BOLIVAR, MEMPHIS
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 FISCAL YEARS
Records Center Retention Period
0
Retention Legal Citation
TCA 10-7-504
Electronic Records Plan Inventory
System Name
ORACLE FILE SERVERS
Hardware Description
THE ELECTRONIC RECORDS ARE STORED IN FOLDERS ON A STRATEGIC TECHNOLOGY SOLUTIONS (STS) SERVER. ALL HARDWARE FOR MAINTAINING THE RECORD SERIES SHALL BE MAINTAINED IN ACCORDANCE WITH THE CURRENT STANDARDS OF STS.
Software Description
DOCUMENTS AND METADATA ARE CAPTURED BY USING MULTI-FUNCTION DEVICES AND SCANNING THE DOCUMENT BY PRESSING THE APPROPRIATE BUTTON ON THE MULTI-FUNCTION DEVICE USING LEXMARK DOCUMENT DISTRIBUTOR SOFTWARE.
System Location
THE ELECTRONIC RECORDS ARE KEPT ON A SERVER MAINTAINED AND SUPPORTED BY STS AT THEIR DATA CENTER, 901 5th AVE N, NASHVILLE, TN. 37243.
Backup Procedures
BACKUP PROCEDURES SHALL BE MAINTAINED IN ACCORDANCE WITH THE CURRENT STANDARDS OF STS, LOCATED IN THE 901 5th AVE N, STS BUILDING, NASHVILLE, TN. 37243. BACKUP PROCEDURES SHALL BE REVIEWED AND TESTED ANNUALLY.
Disaster Recovery
THE AGENCY SHALL HAVE A DETAILED DISASTER RECOVERY PLAN FOR THE SYSTEM IN ACCORDANCE WITH THE CURRENT STANDARDS OF STS. THE DISASTER RECOVERY PLANS SHALL BE REVIEWED ANNUALLY.
Data Migration Description
DOCUMENTS ARE SCANNED TO THE STATE NETWORK TO A FOLDER ON A STS SERVER. THE METADATA CAPTURED AT THE TIME OF SCAN IS STORED IN A MICROSOFT SQL SERVER DATABASE AND IS DELETED AT THE 10 YEAR RETENTION DISPOSITION.
RDA Comments
Records Management Division (RMD)
03-22-2018
No recommended changes, agency updated audit requirement.
Tennessee State Library and Archives
03-26-2018
No recommended changes.
Comptroller Audit Review
03-22-2018
We have reviewed RDA 11264 from an audit standpoint. Please set the audit requirements to "state" or "both".
Agency Records Officer
03-28-2018
Thank you.
RMD Director
04-03-2018
RDA 11264 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11264.
Public Records Commission
04-25-2018
PRC approves RDA 11264.