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Pharmacy Patient Records

RDA Number
Effective Date
Record Series Abstract
Pharmacy records of any patient (student, staff, and faculty) utilizing the university' campus pharmacy. Records include: name, address, telephone, social security number, insurance information, pharmacy profile information on each patient including but not limited to allergies and/or medical conditions, daily prescription journal, and controlled substance journal.
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records will be maintained in agency for ten years in electronic and paper format. Existing records in paper format may be converted to electronic format as needed. Electronic version will be verified for accuracy prior to destruction of paper record. Records are confidential and will be destroyed by state approved method upon end of retention period.
Record Location
1848 Blue Raider Dr., Murfreesboro, TN 37130
File Arrangement
alpha numeric
Media Format Generated
Date Range
1/2009 - Current
Allotment Code
Annual Accumulation
24.89 cu. ft. .47 gigabytes
Current Volume
224 cu ft. paper 4.42 gigabyte at this time
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
Stored on contracted vendor servers. Legacy paper records stored on 2nd floor of TN Tower.
Essential Record Media Type
Confidential Legal Citation
T.C.A. 10-7-504 (a)(1)(A) and (a)(4); T.C.A. 68-11-304; and 45 CFR Parts 160 and 164.
Does this Record Series Contain Sensitive Information?
Agency Retention
Records Center Retention Period
System Name
Hardware Description
two Windows Server 2012 R2 virtual machines running on two redundant Dell PowerEdge R620 servers
Software Description
Kalos, Inc. ProPharm One retail pharmacy software
System Location
Telecommunications Building data center and Student Health Services (Campus Recreation Building)
Backup Procedures
We use EMC Networker to back up the system to disk.
Disaster Recovery
We have two physical Dell PowerEdge R620 servers running Microsoft Hyper-V with replication enabled between the two locations on campus (one server in the Telecommunications data center, one server in the Student Health Services in the Campus Recreation Building). In addition, we back up the system to two EMC Data Domain appliances (one appliance in each data center on campus) via EMC Networker
Data Migration Description
When upgrading to a new system, we use standard procedures to backup and restore the SQL server database from the old system to the new system.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11313 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No Comments
RMD Director
RDA 11313 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 request to create RDA 11313.
Public Records Commission
PRC approves RDA 11313.