An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11442
Effective Date
Record Series Abstract
Health records for female inmates who were pregnant while incarceration within a TDOC facility. SUMMARY DATA, DIAGNOSTIC REPORTS, PHYSICIANS' ORDERS, MEDICATIONS, CHRONOLOGICAL PROGRESS, DENTAL RECORDS, MENTAL HEALTH RECORDS, AND OTHER MISCELLANEOUS HEALTH RECORDS.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off at expiration of sentence.
Total Retention Years
19
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files will be maintained in either paper or electronic format for 19 years after expiration of sentence and then destroyed.
Worksheet
Record Location
TDOC Archived Records Warehouse, Andrew Jackson State Office Building, 500 Andrew Jackson Building, Basement Level Nashville, TN 37243 or the facility where the inmate is currently housed.
File Arrangement
Numeric
Media Format Generated
Paper
Media Format Generated Summary
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1970s to present
Agency
Allotment Code
329.01
Annual Accumulation
Approximately 15 cubic feet
Current Volume
Approximately 100 cubic feet
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
State and Federal Law Enforcement Agencies, Health Providers, Social Security Administration, Disability Determination
Essential Record
Yes - Original
Essential Record Stored
TDOC Archived Records Warehouse, Andrew Jackson State Office Building, 500 Andrew Jackson Building, Basement Level Nashville, TN 37243 or the facility where the inmate is currently housed.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
19
Records Center Retention Period
0
Retention Legal Citation
68-11-305
Electronic Records Plan Inventory
System Name
FileNet
Hardware Description
WINDOWS VIRTUAL SERVER PROVIDED BY STS
Software Description
Windows Servers
System Location
STS SOUTH DATA CENTER
Backup Procedures
Data on server is backed up nightly, FileNet and VMDK backups are backed up locally and replicated to the other datacenter for 30 days.
Disaster Recovery
Once a week agency does VMDK backup. BI01SDCWF00001 gets its VMDK backup on Sunday morning at 7pm. If agency needs the complete server restored due to a server failure or software failure, agency can restore the server from the VMDK backup back to how the server was on the following Sunday.
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 the Tennessee Department of Correction and another electronic application is developed or purchased. At that time, TDOC IT 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)
03-16-2023
No recommended changes.
Tennessee State Library and Archives
03-21-2023
No recommended changes.
Comptroller Audit Review
03-21-2023
We have reviewed RDA 11442 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-21-2023
No recommended changes.
RMD Director
03-27-2023
RDA 11442 is a request to create an RDA. The retention period will be nineteen years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11442.
Public Records Commission
04-18-2023
PRC approves RDA 11442.