An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11317
Effective Date
Record Series Abstract
Records consist of Protected Health Information (PHI) loss worksheets, Regional Health Insurance Portability and Accountability Act (HIPAA) inquiries, Release/Request of PHI
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received electronically and maintained in paper and electronic format until end of retention time and are destroyed by state approved methods.
Worksheet
Record Location
H Drive and hard copies in Office of General Counsel 400 Deaderick Street, 10th Floor, Nashville, TN 37243
File Arrangement
Chronological by month and year
Media Format Generated
Electronic
Date Range
2004-current
Allotment Code
344.01
Annual Accumulation
paper less than 1 CF Electronic less than 2 MB
Current Volume
5 CF 10 MB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
US Department of Health & Human Services 200 Independence Avenue SW Washington, DC 20201 https://www.hhs.gov/hipaa/for-professionals/breach-notification/index.html
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Electronic Records Plan Inventory
System Name
Shared File Servers
Hardware Description
Virtual Server housed in the State Data Center
Software Description
Windows 2012 R2
System Location
State Data Center
Backup Procedures
Data is replicated across data centers along with nightly backups to disk which is kept for 30 days then written tot he cloud storage tier for up to 7 years.
Disaster Recovery
Restore from appropriate backup is requested for ad-hoc file and folder situations; full DR procedures are maintained by the State Data Center.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
RDA Comments
Records Management Division (RMD)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11317 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-08-2018
Thank you!
RMD Director
10-11-2018
RDA 11317 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11317.
Public Records Commission
10-30-2018
PRC approves RDA 11317.