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Medical Equipment Registry Files

RDA Number
Effective Date
Record Series Abstract
Files supporting the Medical Equipment Registry which include registrations and utilization reports.
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
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.
Allotment Code
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 Summary
Electronic: Other
Paper: Sheet
Other Media Format Generated
Scanned pdf files
Media Format Stored Summary
Electronic: Other
Other Media Format Stored
Scanned pdf files
Date Range
July 2002 to Current
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
Audit Requirements
Information Shared Outside the State
Does this Record Series Contain Sensitive Information?
Agency Retention
15 Years
System Name
AF07_Data (\\AG035DCWF00520)
Hardware Description
State server
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.