Record Series Abstract
Series includes CR-2275, signature legend for health care staff. The purpose of the record is to be able to identify health care provider signatures on documents maintained in the inmate patient records. This document is continuous in nature with new signatures being added to the legend as each new employee is hired.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Record will be maintained in paper and/or electronic format at the facility where the health care professional was employed and will be kept permanently in agency.
All TDOC prison facilities across the state.
Records are maintained in date order by prison site
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
2000 to present
.5 cubic feet
1 cubic foot
Information Shared Outside the State
Yes - Original
Essential Record Stored
Paper record is maintained at the TDOC facility where it was created until imagined. Digital image is uploaded to Filenet electronic content management system.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
Word based program
Content on ECM is backed up nightly. Two days of backups are kept on the server. STS backs up the server nightly.
Back up data will be used to restore information on the server.
Data Migration Description
The records within the database will be migrated to another electronic application when it is determined the existing system no longer meets the requirements of STS. At that time, STS staff will coordinate with the vendor/software supplier to map data exchanges between the current application and the new application. Data conversion will be required in order to format the current data values into the format required by a replacement software system. Preserving the data integrity is the highest priority when migrating the information from one application to another to ensure the value of the data is not lost in the process.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11411 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No further comments.
RDA 11411 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of the request to create RDA 11411.