Record Series Abstract
Records include but are not limited to: proper identification and billing for patients. Various information on each patient including detailed personal identification, health Insurance information, financial information and protected health information (PHI). Including form titles: Exparte order to hold defendant for emergency diagnosis evaluation and treatment.
Record Series Active
Cut Off at End of
If Other, Explain
Patient Discharge/Age of Majority (18)
Total Retention Years
Total Retention Months
Retention End Action
Maintain for ten years after the discharge date or age of majority, whichever occurs later, 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.
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.
Media Format Generated
2008 - current
net zero 1 gigabyte
210 cu. ft. 2 gigabytes
Information Shared Outside the State
Yes - Original
Essential Record Stored
Regional Mental Health Institutes @ Nashville, Chattanooga, Bolivar and Memphis.
Essential Record Media Type
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
Oracle file servers
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.
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.
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 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.
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)
Recommend cut off not be calendar year but more specific to the record series. Missing Audit Requirements. Please confirm if these records are kept in RDA 2305.
Tennessee State Library and Archives
TSLA concurs in RMD comments.
Comptroller Audit Review
Audit concurs with RMD comments.
Agency Records Officer
We concur. These files are to be cut off at the end of each calendar year. TennCare contracts require 10 year retention of billing documentation. Are records subject to fiscal audit? Yes, both. These records are not kept in RDA 2305.
RDA 11283 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11283 with the following changes: Cut Off: Patient Discharge/Age of Majority (18) Disposition Notes: Maintain for ten years after the discharge date or age of majority, whichever occurs later, 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: Both (State & Federal) (Agency agreed to Director Recommendations on 4/6/2018)