An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11287
Effective Date
Record Series Abstract
Records include credentials for doctors who work at the facilities: licenses, certificates, verifications, The Joint Commission (TJC) Requirements. Form titles: Licensure verification search results and DEA diversion control division-registration validation results.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are generated each year by all doctors providing services to agency patients/clients. Maintain records in agency permanently. 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
1980 - current
Agency
Allotment Code
339
Annual Accumulation
.25 cu. ft. 1 gigabyte
Current Volume
7 cu. ft 1 gigabyte
Record Value
Administrative
Audit Requirements
None
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
Does this Record Series Contain Sensitive Information?
No
Agency Retention
permanently
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 to be kept permanently.
RDA Comments
Records Management Division (RMD)
03-29-2018
Missing Cut Off. Missing Audit Requirements. Please spell out all acronyms. Please provide further details in Disposition Notes. Please identify Electronic Content Management System used to store these records permanently as per State policy.
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 files are to be cut off at the end of each calendar year. Are records subject to fiscal audit? No. The acronym (TJC) spelled out is The Joint Commission and (DEA) is Drug Enforcement Administration. Maintain by calendar in agency permanently.
RMD Director
04-03-2018
RDA 11287 is a request to create an RDA. The retention period will be to maintain in agency permanently. The format will be paper/electronic. Recommend approval of the request to create RDA 11287 with the following changes: Records Series Abstract: Records include credentials for doctors who work at the facilities: licenses, certificates, verifications, The Joint Commission (TJC) Requirements. Form titles: Licensure verification search results and DEA diversion control division-registration validation results. Cut Off: Calendar Year Disposition Notes: Records are generated each year by all doctors providing services to agency patients/clients. Maintain records in agency permanently. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy. Electronic Inventory Information: Agency will provide Enterprise Content Management System for permanent retention as per State's Electronic Records Policy (Agency agreed to Director Recommendations on 4/6/2018)
Public Records Commission
04-25-2018
PRC approves RDA 11287 with following changes: Records Series Abstract: Records include credentials for doctors who work at the facilities: licenses, certificates, verifications, The Joint Commission (TJC) Requirements. Form titles: Licensure verification search results and DEA diversion control division-registration validation results. Cut Off: Calendar Year Disposition Notes: Records are generated each year by all doctors providing services to agency patients/clients. Maintain records in agency permanently. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy. Electronic Inventory Information: Agency will provide Enterprise Content Management System for permanent retention as per State's Electronic Records Policy (Agency agreed to Director Recommendations on 4/6/2018)