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Mental Health Monitoring System (MHMS)

RDA Number
Effective Date
Record Series Abstract
This is a statistical database used to collect and store data regarding judicial hospitalization and conservatorships within the state of Tennessee by county and court. The Mental Health Monitoring System sends records to the National Instant Criminal Background Check System (NICS) Index and the Tennessee Department of Safety and the information is used to prevent the purchase of a hand gun. Processes are in place to advise of any duplicate information related to individual(s). Auditors from NICS Index and/or the Tennessee Department of Safety may request to pull information for an individual at any time.
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
The Clerks of Court enter judicial hospitalization and conservatorship information into their case management systems. Records are electronically transferred from the case management systems to the Administrative Office of the Court's Mental Health Monitoring System (MHMS) nightly and are kept permanently. The captured records are then electronically transferred to the National Instant Criminal Background Check System (NICS) Index and to the Tennessee Department of Safety.
Record Location
Administrative Office of the Courts
511 Union Street, Suite 600s
Nashville, TN 37219
File Arrangement
Search in various formats – Case number, Name, date range (AOC Admins only); Clerks can only pull information for their court that they are registered under; AOC Admin can also query database to pull records as requested by Auditors (NICS Index and/or TN
Media Format Generated
Media Format Generated Summary
Electronic: Spreadsheet/Database
Media Format Stored
Media Format Stored Summary
Electronic: Text
Date Range
2018 to Current
Allotment Code
Annual Accumulation
5 MB
Current Volume
30 MB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
National Instant Criminal Background Check System (NICS)
Essential Record
Yes - Original
Essential Record Stored
Case Management System and MHMS (exception Shelby Co Probate – Paper copy in their office; They enter details into MHMS)
Essential Record Media Type
Confidential Legal Citation
Tenn. Code Ann. § 16-10-213
Tenn. Code Ann. § 16-11-206
Tenn. Code Ann. § 16-15-303
Tenn. Code Ann. § 16-16-120
Does this Record Series Contain Sensitive Information?
Agency Retention
Records Center Retention Period
System Name
Mental Health Monitoring System (MHMS) TnCIS - approved ECM
Hardware Description
Stored on Hardware that meets STS approved standards
Software Description
Stored on Software that meets STS approved standards
System Location
Administrative Office of the Courts
511 Union St, Suite 600
Nashville, TN 37219
Backup Procedures
Backup procedures meet STS Approved Standards
Disaster Recovery
Disaster Recovery procedures meet STS Approved Standards
Data Migration Description
Mental Health Monitoring System data resides in an SQL Server database and will be migrated, as needed, to other environments by the Administrative Office of the Courts Database Administration staff using SQL Server Management Studio Backup and Restore.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11422 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs. Thank you.
RMD Director
RDA 11422 is a request to create an RDA. The retention period will be permanent. The format will be electronic. Agency updated the Electronic Records Plan Inventory Plan with the latest compliance information. Recommend approval of the request to create RDA 11422.
Public Records Commission
PRC approves RDA 11422