An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10136
Effective Date
Record Series Abstract
INCIDENCE INFORMATION FROM REQUIRED REPORTING FACILITIES AND PROVIDERS FOR PATIENTS DIAGNOSED WITH CANCER OR TREATED FOR CANCER. DEMOGRAPHIC, DIAGNOSTIC, AND OTHER DISEASE-RELATED INFORMATION IS COLLECTED.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year of diagnosis date
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Data is cancer incidence information from Facilities and Providers required to report by statute. Data must be accessed for rate computation over time. Electronic reporting from Facilities is encouraged by the CDC's National Program of Cancer Registries (NPCR), and saved on the server. Paper lab records, when submitted, are scanned to an electronic format then verified for accuracy. Once verified, the paper lab records are destroyed using approved methods. Selected information from the lab records is manually entered into the electronic database. Lab records contain additional patient information that may be needed for future epidemiological research and studies. Electronic data from both the Cancer Registry and the lab reports are kept permanently.
Worksheet
Record Location
Data Center,South; Smyrna,TN
File Arrangement
Alpha
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
1/1986 - current
Agency
Allotment Code
34320
Annual Accumulation
1 Tape per year approximately 1 gig, 15 cubic feet paper
Current Volume
133 cubic feet paper, 37 gig electronic
Record Value
Administrative
Historic
Audit Requirements
Federal
Information Shared Outside the State
Yes
Shared Agencies
Center for Disease Control, North American Association of Center Cancer Registries, other state Central Cancer Registries.
Essential Record
Yes - Original
Essential Record Stored
Essential record is the abstracted data garnered from electronic and paper submissions from reporting facilities and practitioners. Database is located at OIR Data Center.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 68-1-1006 Health Insurance Portability and Accessibility Act (HIPPA)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
TCA 68-1-1003;68-1-1004;68-1-1006 No specific retention period cited in state or federal statute or rule. Retention of Lab Reports are to satisfy CDC program audit expectations for funding of the Tennessee Cancer Registry, and epidemiological research and studies.
Electronic Records Plan Inventory
System Name
Tennessee Cancer Reporting System
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
Backup Procedures
Daily, by STS, following STS established policy & procedures. File server and database server backups are performed daily by STS.
Disaster Recovery
STS network recovery policy & procedures. Non-critical recovery time. Location: Data Center South; Smyrna, TN RTO:>2 weeks PO:24 hours STS Level: Bronze Most Registry Plus applications are available for download via the internet at: http://www.cdc.gov/cancer/npcr/tools/registryplus/
Data Migration Description
DATA MIGRATION TYPICALLY OCCURS EVERY 5-10 YEARS AS ADVANCEMENTS ARE MADE IN TECHNOLOGY.
RDA Comments
Records Management Division (RMD)
04-18-2019
Please confirm that the system is an ECM.
Tennessee State Library and Archives
04-24-2019
Please confirm that the system is an ECM.
Comptroller Audit Review
04-22-2019
Audit concurs with RMD comments.
Agency Records Officer
04-25-2019
Electronic Records Plan Inventory matches STS' standards for electronic files. Thank you
RMD Director
04-26-2019
RDA 10136 is a request to revise an RDA. The retention period will change from one hundred years and destroy to permanent. The format will be electronic. Agency and STS clarified the electronic plan is an ECM plan that complies with the State's Electronic Records Policy for long term record retention. Recommend approval of request to revise RDA 10136.
Public Records Commission
05-22-2019
PRC approves RDA 10136