An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11274
Effective Date
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
Yes
Cut Off at End of
Other
If Other, Explain
Death of patient
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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.
Worksheet
Record Location
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
File Arrangement
Tracking by last name, first name- alpha
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
1996 to current
Agency
Allotment Code
34349
Annual Accumulation
120mb
Current Volume
10GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
CEDEP/IMMUNIZATION maintains; after retention period, Network Shared H:Drive is purged and records destroyed.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
T.C.A. 63-2-101
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
T.C.A 63-2-101
Electronic Records Plan Inventory
System Name
Network H Drive: (AG03SDCWF00533)
Hardware Description
VMware Virtual Server
Software Description
Windows 2012 R2 Server
System Location
STS DATA CENTER SOUTH, SMYRNA, TN
Backup Procedures
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.
Disaster Recovery
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
RDA Comments
Records Management Division (RMD)
08-16-2018
No recommended changes.
Tennessee State Library and Archives
08-16-2018
No recommended changes.
Comptroller Audit Review
08-17-2018
We have reviewed RDA 11274 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-22-2018
Thank you.
RMD Director
09-25-2018
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.
Public Records Commission
10-30-2018
PRC approves RDA 11274.