An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10129
Effective Date
Record Series Abstract
Including But Not Limited to The hospital and facility discharge data system (HDDS) collects and summarizes hospital and facility claims data so that charges for similar types of services may be analyzed and compared in order to help promote a more price competitive environment in the medical marketplace. This data also provides useful information for assessing the health status of Tennesseans. Patient Charges, Average length Of Stay.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are generated and stored in electronic format. Records are kept permanently in agency. Records are electronic and are stored on the State network at the Data Center along with HDDS, ASTC, AND ODC Data Systems
Worksheet
Record Location
DATA CENTER SOUTH, SMYRNA, TN
File Arrangement
Date, alpha, numeric
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1996-Current
Agency
Allotment Code
34320
Annual Accumulation
13GB
Current Volume
252GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
UNIVERSITIES, HOSPITALS, LOCAL PUBLIC FACILITIES
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 68-1-108, TCA 68-1-119
Does this Record Series Contain Sensitive Information?
No
Agency Retention
PERMANENT
Retention Legal Citation
TCA 68-1-108, TCA 68-1-119
Electronic Records Plan Inventory
System Name
HOSPITAL DISCHARGE DATA
Hardware Description
VMware, OIR Data Center File Server currently resides on DC0419006WF000. Recovery requires a standard server with MS Windows 2003 or greater operating system with 210 gigabytes of available disk space. Database Server Currently resides on DC0419006WF000. Recovery requires a standard file server with Windows 2003 or greater operating system. Database on DC20SDCWB00001. Recovery requires an encrypted SQL Server 2008 with 35.02 gigabytes of available disk space
Software Description
FILESHARE
System Location
DATA CENTER SOUTH, SMYRNA, TN; Hospital Discharge Data (HDDS),Ambulatory Surgical Treatment Center (ASTC), AND Outpatient Diagnostic Centers(ODC) Data Systems.
Backup Procedures
Daily, by OIR, following OIR established policy & procedures. File server and database server backups are performed daily by OIR.
Disaster Recovery
OIR network recovery policy & procedures. Non-critical recovery time. Location: Data Center South RTO:> 2 weeks RPO: 24 hours OIR Level: Bronze
Data Migration Description
DATA MIGRATION TYPICALLY OCCURS EVERY 5-10 YEARS AS ADVANCEMENTS ARE MADE IN TECHNOLOGY.
RDA Comments
Records Management Division (RMD)
03-14-2019
No recommended changes.
Tennessee State Library and Archives
03-15-2019
No recommended changes.
Comptroller Audit Review
03-18-2019
We have reviewed RDA 10129 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2019
Thank you.
RMD Director
04-23-2019
RDA 10129 is a request to revise an RDA. The retention period will change from twenty years and destroy to Permanent. The format will be electronic. Recommend approval of request to revise RDA 10129.
Public Records Commission
05-22-2019
PRC approves RDA 10129