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TN Birth Defects Surveillance System Medical Records (TNBDSSMR)

RDA Number
Effective Date
Record Series Abstract
Including, but not limited to: Medical Records (infant and mother) from birthing facilities, Pediatric and OB-GYN Practices – treatment, imaging, admission/discharge details, consults, labs, provider notes/consults, screening results, transfer records and death records.
Record Series Active
Cut Off at End of
If Other, Explain
End of Nurse Consultant Abstraction completion date.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Paper records are received and scanned into electronic format.; Paper records will be destroyed after scan is completed and verified for accuracy/abstraction by Nurse consultant; Paper records will be destroyed by State approved methods. Electronic records are kept for the remainder of the retention period and then destroyed by State approved methods.
EXCEPTION: Litigation Hold related paper records will be kept until the litigation is complete and then destroyed by State approved methods.
Record Location
710 James Robertson Parkway; Nashville, TN
Vital Records Control Data Center - Elm Hill Pike; Nashville, TN
File Arrangement
Alpha/Numeric Order based on Unique IDs assigned to each child and/or Infant last name assigned to Birth Certificate
Media Format Generated
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
01/01/2017 to Present
Allotment Code
Annual Accumulation
1716 cuft
Current Volume
8580 cuft
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Center for Disease Control and Prevention; National Birth Defect Prevention Network; Family Voices; and Association of Public Health Laboratories
Essential Record
Yes - Original
Essential Record Stored
710 James Robertson Parkway; Nashville, TN
Vital Records Control Data Center - Elm Hill Pike; Nashville, TN
Essential Record Media Type
Confidential Legal Citation
TCA 68-5-506
Does this Record Series Contain Sensitive Information?
Agency Retention
2 years
Records Center Retention Period
3 years
System Name
Birth Defects Record Storage
Hardware Description
Network Attached Storage (NAS) on Isilon storage nodes.
Software Description
Archive Performance storage tier contains standard Isilon nodes that contain larger size hard drives.
System Location
South Data Center
Backup Procedures
Snapshot data protection technology with EMC Avamar backup storage per each agency’s requirements.
Disaster Recovery
The Isilon NAS is a Tier 4 for disaster recovery. All data is being replicated from South Data Center to North Data Center every 15 mins.
Data Migration Description
Documents will be scanned and sent to the NAS as PDFs. PDFs already on CD disks will be copied directly to the NAS.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11420 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you.
RMD Director
RDA 11420 is a request to create an RDA. The retention period will be five years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11420.
Public Records Commission
PRC approves RDA 11420