Record Series Abstract
The Records include, but not limited to Immunization Registry Change of Status Request (Parental Opt-In or Opt-Out) of Immunization Registry Participation Status Report.
Record Series Active
Cut Off at End of
If Other, Explain
Death of patient
Total Retention Years
Total Retention Months
Retention End Action
Records are now generated electronically and may be received in multiple electronic formats (i.e. PDF, DOC, picture, email, electronic fax, etc.). The files are to be cut off at the death of patient and 5 years; then destroy.
Immunization Program - 3rd Floor, Andrew Johnson Tower, 710 James Robertson Pkwy, Nashville Network Shared Drive: Central Office (AG03SDCWF00533\DC\Data)H:\CEDS\Imm\TennIIS Patient Record Management\Opt out Process\Completed Opt Out Forms
Tracking by last name, first name- alpha
Media Format Generated
Media Format Stored
1996 to current
Information Shared Outside the State
Yes - Original
Essential Record Stored
CEDEP/IMMUNIZATION maintains; after retention period, Network Shared H:Drive is purged and records destroyed.
Essential Record Media Type
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
Electronic Records Plan Inventory
Network H Drive: (AG03SDCWF00533)
VMware Virtual Server
Windows 2012 R2 Server
STS DATA CENTER SOUTH, SMYRNA, TN
Standard file level backup services are provided with EMC Avamar Backup. Backup is run nightly on all STS managed servers. Nightly backup consist of incremental backup to disk storage and is replicated to the alternate STS site.
In the event of data loss at a facility data will be recovered by the State IT Department (STS)or the replicated storage at the alternate facility.
Data Migration Description
Electronic records are located on the Network Shared Drive which is managed by the State ID Department (STS). If necessary, STS would oversee the transfer of electronic Program records from the Network Shared Drive to the new designated secure network location
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11274 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 11274 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 11274.