An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11384
Effective Date
Record Series Abstract
Files supporting the Medical Equipment Registry which include registrations and utilization reports.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
15
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper copies of medical equipment registration and utilization reports will be maintained for 3 years in agency. After 3 years, the paper files will be scanned and maintained digitally for 12 years on the agency's server. At the end of the retention period, the digital copies will be destroyed per state approved methods.
Worksheet
Record Location
Health Services and Development Agency File Room (Andrew Jackson Building, 9th Floor) and State Data Center (State Server)
File Arrangement
By County and by Facility Name
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Other
Date Range
July 2002 to Current
Agency
Allotment Code
H00000001
Annual Accumulation
(Paper) Approximately 1 cubic foot; (Electronic after converting from paper) Approximately 200 mb.
Current Volume
(Paper) 6.75 cubic feet; (Electronic) Approximately 2 gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
15 Years
Retention Legal Citation
TCA 68-11-1605 and TCA 68-11-1607
Electronic Records Plan Inventory
System Name
AF07_Data (\\AG035DCWF00520)
Hardware Description
State server/FileNet
Software Description
Scanned pdf files
System Location
State Data Center
Backup Procedures
Standard backup protocols for STS
Disaster Recovery
Standard disaster recovery protocols for STS
Data Migration Description
Records are saved as pdf files which are compatible with many different operating systems.
RDA Comments
Records Management Division (RMD)
08-20-2020
No recommended changes.
Tennessee State Library and Archives
08-20-2020
No recommended changes.
Comptroller Audit Review
08-24-2020
We have reviewed RDA "Medical Equipment Registry Files" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-27-2020
8/27/2020 Health Services and Development Agency concurs with the conclusions.
RMD Director
08-27-2020
RDA 11384 is a request to create an RDA. The retention period will be fifteen years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11384.
Public Records Commission
09-21-2020
PRC approves RDA 11384