An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11411
Effective Date
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
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
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.
Worksheet
Record Location
All TDOC prison facilities across the state.
File Arrangement
Records are maintained in date order by prison site
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Date Range
2000 to present
Agency
Allotment Code
32901
Annual Accumulation
.5 cubic feet
Current Volume
1 cubic foot
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
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
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
0
Retention Legal Citation
none
Electronic Records Plan Inventory
System Name
Filenet
Hardware Description
SQL Server
Software Description
Word based program
System Location
STS
Backup Procedures
Content on ECM is backed up nightly. Two days of backups are kept on the server. STS backs up the server nightly.
Disaster Recovery
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.
RDA Comments
Records Management Division (RMD)
04-01-2021
No recommended changes.
Tennessee State Library and Archives
04-08-2021
No recommended changes.
Comptroller Audit Review
04-09-2021
We have reviewed RDA 11411 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-12-2021
No further comments.
RMD Director
04-14-2021
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.
Public Records Commission
05-04-2021
PRC approves RDA 11411