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Patient Medical Record

RDA Number
2305
Effective Date
Record Series Abstract
Records include but not limited to: admission & preadmission documents, medical care, mental health treatment, discharge summary, aftercare services, death certificate, escape reports, Order for Judicial Commitment.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Patient Discharge/age of majority (18 years old).
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Cut off at the end of each patient's discharge/age of majority (18 years old). Maintain in agency 5 years, then transfer to state records center for 5 years. OR Maintain in agency until available storage space is used up for up to 5 years, then transfer to state records center. Hold the remaining years to total 10 years; then destroy by state approved methods. Paper can be scanned to free up physical space, once verified for completeness and accuracy paper records will be destroyed via state approved methods. Electronic records will be stored on agency server for remaining retention period, up to 10 years.
Record Location
Each Facility's Central/Medical Records Department; Order for Judicial Commitment will be held in LEGAL Counsel's Office AT 500 DEADERICK ST, ANDREW JACKSON BLDG., 5th floor, NASHVILLE, TN 37243.
File Arrangement
Numerical
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Film
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Film: Microfilm
Film: Microfiche
Date Range
1944 to Current
Allotment Code
339
Annual Accumulation
3875 cu ft, 240 gigabytes, Microfiche Sheets 0, Microfilm rolls 0, CD ROM Disks 0
Current Volume
19,379 cu ft, 1200 gigabytes, Microfiche Sheets 101,900, Microfilm Rolls 791, CD ROM Disks 197
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
MIDDLE TN MENTAL HEALTH INSTITUTE-DONELSON WESTERN MENTAL HEALTH INSTITUTE-BOLIVAR MOCCASIN BEND MENTAL HEALTH INSTITUTE-CHATTANOOGA MEMPHIS MENTAL HEALTH INSTITUTE-MEMPHIS RICHARDS&RICHARDS-NASHVILLE
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 YEARS
Records Center Retention Period
5 YEARS
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.
Records Management Division (RMD)
10-12-2017
No recommended changes.
Tennessee State Library and Archives
10-13-2017
No recommended changes.
Comptroller Audit Review
10-12-2017
We have reviewed RDA 2323 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-13-2017
Thank you.
RMD Director
02-13-2018
RDA 2305 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will change from paper/microfilm/electronic to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2305.
Public Records Commission
04-25-2018
PRC approves RDA 2305.