An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11282
Effective Date
Record Series Abstract
Records include but are not limited to: court orders, affidavits, intake reports, evaluations and old records from Mental Health Agencies. Documentation utilized for the admission of patients/clients referred to the agency by Prisons, Hospitals, and Community Providers. Including form titles: RMHI 301(A)Forensic Team Meeting Staff Conference progress Note and Forensic Discharge Summary.Conference progress Note and Forensic Discharge Summary.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year of referral
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain for five years after calendar year of referral 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
2003 - current
Agency
Allotment Code
339
Annual Accumulation
16 cu. ft. 1 gigabyte
Current Volume
74 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
Record series title and abstract do not coincide. Recommend cut off not be calendar year but more specific to the record series. Missing Audit Requirements. Sample on RDA lists RDA 2305. Please confirm if these records are kept in RDA 2305. Recommend retention period be longer, please justify 5 year retention period.
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 Referrals from Prison, Hospitals and Community Providers consist of court orders, affidavits, intake reports, evaluations and old records from mental health agencies. The files are to be cut off at the end of each calendar year. Are records subject to fiscal audit? No These records are not kept in RDA 2305. Maintain in agency 5 years. Justification: Files are no longer needed as they are duplicate records.
RMD Director
04-03-2018
RDA 11282 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 Forensic Services Division for their work product. Recommend approval of the request to create RDA 11282 with the following changes: Records Series Abstract: Records include but are not limited to: court orders, affidavits, intake reports, evaluations and old records from Mental Health Agencies. Documentation utilized for the admission of patients/clients referred to the agency by Prisons, Hospitals, and Community Providers. Including form titles: RMHI 301(A)Forensic Team Meeting Staff Conference progress Note and Forensic Discharge Summary. Cut Off: Calendar Year of Referral Disposition Notes: Maintain for five years after calendar year of referral 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 11282 with following changes: Records Series Abstract: Records include but are not limited to: court orders, affidavits, intake reports, evaluations and old records from Mental Health Agencies. Documentation utilized for the admission of patients/clients referred to the agency by Prisons, Hospitals, and Community Providers. Including form titles: RMHI 301(A)Forensic Team Meeting Staff Conference progress Note and Forensic Discharge Summary. Cut Off: Calendar Year of Referral Disposition Notes: Maintain for five years after calendar year of referral 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)