An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11289
Effective Date
Record Series Abstract
Records include but are not limited to: Electro Cardio Gram (EKG) test results used to backup medical records, requisitions, physician orders and tracking, including form titles: EKG Requisition and Interpretation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Fiscal Year of Test
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain for five years after the Fiscal Year of test 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
At each of the Regional Mental Health Institutes: Middle 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
1/4/05 - current
Agency
Allotment Code
339
Annual Accumulation
1.0 cu. ft. 1 gigabyte
Current Volume
23 cu. ft 2 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 and 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
Expand Record Series Title and Abstract. Spell out all acronyms. Missing cut off. Missing Audit Requirements. Record series title and abstract do not coincide. Sample on RDA lists RDA 2305. Please confirm if these records are kept in RDA 2305.
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. Records Series Title: (EKG) Electro Cardio Gram Test Files. Record Series Abstract: records include but not limited to: EKG test results used to backup medical records, requisitions, physician orders and tracking. including form titles: EKG Requisition and Interpretation. The acronym (EKG) spelled out is Electro Cardio Gram. The files are to be cut off at the end of each fiscal year. Are records subject to fiscal audit? No. These files are not kept in RDA 2305.
RMD Director
04-03-2018
RDA 11289 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Part of the file is pulled out of RDA 2305, as a copy, but then kept in the Clinical Services Division for their work product. Recommend approval of the request to create RDA 11289 with the following changes: Title: Electro Cardio Gram Test Files Records Series Abstract: Records include but are not limited to: Electro Cardio Gram (EKG) test results used to backup medical records, requisitions, physician orders and tracking, including form titles: EKG Requisition and Interpretation. Cut Off: Fiscal Year of test Disposition Notes: Maintain for five years after the Fiscal Year of test 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. Audit Requirements: State Confidential: Yes Confidential Legal Citation: T.C.A. 33-3-103 (Agency agreed to Director Recommendations on 4/6/2018)
Public Records Commission
04-25-2018
PRC approves RDA 11289 with following changes: Title: Electro Cardio Gram Test Files Records Series Abstract: Records include but are not limited to: Electro Cardio Gram (EKG) test results used to backup medical records, requisitions, physician orders and tracking, including form titles: EKG Requisition and Interpretation. Cut Off: Fiscal Year of test Disposition Notes: Maintain for five years after the Fiscal Year of test 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. Audit Requirements: State Confidential: Yes Confidential Legal Citation: T.C.A. 33-3-103 (Agency agreed to Director Recommendations on 4/6/2018)