An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11293
Effective Date
Record Series Abstract
Records include but are not limited to: copies of patient's vocational services time sheet. Payroll information. Time sheets on patient-workers and signature sheets. Including form titles: Vocational Services Time Sheet.
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
Maintain for five years after the end of the Fiscal Year and then destroy. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy.
Worksheet
Record Location
Each of the Regional Mental Health Institutes: Middle TN MHI-221 Stewarts Ferry Pk, Nashville, TN 37214. Western MHI-11100 Hwy 64, Bolivar, TN 38008. Moccasin Bend MHI-100 Moccasin Bend Rd, Chattanooga, TN 37405. Memphis MHI-951 Court Ave, Memphis, TN 38103
File Arrangement
Alphabetical
Media Format Generated
Both
Date Range
12/3/2014 - current
Agency
Allotment Code
339
Annual Accumulation
1.0 cu. ft. 1 gigabyte
Current Volume
8.0 cu. ft. 1 gigabyte
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Can be audited by the US Department of Labor.
Essential Record
Yes - Original
Essential Record Stored
Regional Mental Health Institutes @ Nashville, Chattanooga, Bolivar, Memphis
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
T.C.A. 33-3-103
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
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 5 year retention disposition.
RDA Comments
Records Management Division (RMD)
03-29-2018
Recommend Fiscal Cut off and Fiscal Value.
Tennessee State Library and Archives
03-29-2018
TSLA concurs in RMD comments.
Comptroller Audit Review
03-29-2018
Audit concurs with RMD comments.
Agency Records Officer
04-02-2018
We concur. The record value is Fiscal. Recommended Disposition: The files are to be cut of at the end of each fiscal year. These records are confidential.
RMD Director
04-03-2018
RDA 11293 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 the request to create RDA 11293 with the following changes: Cut Off: Fiscal Year Disposition Notes: Maintain for five years after the end of the Fiscal Year and then destroy. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy. Record Value: Fiscal & Administrative Confidential: Yes Confidential Legal Citation: T.C.A. 33-3-103
Public Records Commission
04-25-2018
PRC approves RDA 11293 with following changes: Cut Off: Fiscal Year Disposition Notes: Maintain for five years after the end of the Fiscal Year and then destroy. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy. Record Value: Fiscal & Administrative Confidential: Yes Confidential Legal Citation: T.C.A. 33-3-103