An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11279
Effective Date
Record Series Abstract
Records include but are not limited to: Monitoring for compliance of patient care & safety, maintain the Joint Commission compliance, food & drug interactions, history & physicals, initial & annual psychiatric evaluations, physician Columbia Suicide Severity Rating Scale (CSSRS), nurse CSSRS, seclusion & restraint, patient discharge teaching, mental status exam, focused professional practice evaluation (FPPE) and ongoing professional practice evaluation (OPPE). Including form titles: Medication Reconciliation Monitoring.
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 by fiscal year and destroy after 5 years. 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
by the month
Media Format Generated
Both
Date Range
8/1/15 - current
Agency
Allotment Code
339
Annual Accumulation
1 cu. ft. 1 gigabyte
Current Volume
3 cu. ft 1 gigabyte
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
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 fiscal 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
Please spell out all acronyms. Please explain Fiscal Cut off. Confirm if these records are confidential.
Tennessee State Library and Archives
03-19-2018
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 acronym (CSSRS) spelled out is Columbia Suicide Severity Rating Scale. Fiscal cut off is June 30. These records are not confidential.
RMD Director
04-03-2018
RDA 11279 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. The Fiscal Year Cut Off is required by Division of Tenncare. Recommend approval of the request to create RDA 11279 with the following changes: Records Series Abstract: insert Columbia Suicide Severity Rating Scale before first use of CSSRS. Disposition Notes: Maintain by fiscal year and destroy after 5 years. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy. 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 11279 with following changes: Records Series Abstract: insert Columbia Suicide Severity Rating Scale before first use of CSSRS. Disposition Notes: Maintain by fiscal year and destroy after 5 years. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy. Confidential: Yes Confidential Legal Citation: T.C.A. 33-3-103 (Agency agreed to Director Recommendations on 4/6/2018)