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
Total Retention Years
Total Retention Months
Retention End Action
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.
1848 Blue Raider Dr., Murfreesboro, TN 37130
Media Format Generated
1/2009 - Current
24.89 cu. ft. .47 gigabytes
224 cu ft. paper 4.42 gigabyte at this time
Information Shared Outside the State
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?
Records Center Retention Period
Retention Legal Citation
T.C.A. 68-11-305; and 45 CFR Parts 160 and 164.
Electronic Records Plan Inventory
two Windows Server 2012 R2 virtual machines running on two redundant Dell PowerEdge R620 servers
Kalos, Inc. ProPharm One retail pharmacy software
Telecommunications Building data center and Student Health Services (Campus Recreation Building)
We use EMC Networker to back up the system to disk.
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
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.