An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11452
Effective Date
Record Series Abstract
Health care facility licensure files that support initial license, modifications, and judgements. The files contain the initial application for licensure, any changes including but not limited to licensee name changes, ownership changes, renewal applications, renovations, healthcare related service changes, and facility closures.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Approval of License request/modification.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The records are generated electronically and by paper. They contain the initial application, request for modification (i.e. ownership changes, number of license beds, etc.), inspection documents, payment records (minus check information), and licensure related documents including communications. Paper submissions are scanned in batches, by license number, and immediately saved into FileNet (permanent storage) and into the licensing database (LARS). These records can be accessed in either system by their license number.
Worksheet
Record Location
Electronic - FileNet and Licensing And LARS (Licensing and Regulation System)
File Arrangement
By health care provider license number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
Approximately 1954 to Current
Agency
Allotment Code
H00000001
Annual Accumulation
Approximately 3 GB
Current Volume
Approximately between 10 and 100 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Centers for Medicare and Medicaid Services.
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
N/A
Retention Legal Citation
TCA 68-11-204 Requirement for Licensure
Justification for the extended retention period is attached.
Justification for the extended retention period is attached.
Electronic Records Plan Inventory
System Name
Filenet
Hardware Description
Dell server 6850
Software Description
Windows Server 20003 FileNet version 4.04
System Location
STS Data Center South
Backup Procedures
Nightly by STS
Disaster Recovery
Disaster Recovery plan for Dept. of Health on file with STS
Data Migration Description
Java application which connects to Legacy System and converts information to the current enterprise offering
RDA Comments
Records Management Division (RMD)
08-24-2023
No recommended changes.
Tennessee State Library and Archives
08-29-2023
No recommended changes.
Comptroller Audit Review
08-25-2023
We have reviewed RDA 11452 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-30-2023
We concur with all the recommendations and appreciate all the reviews conducted.
RMD Director
09-01-2023
RDA 11452 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 11452.
Public Records Commission
09-28-2023
PRC approves RDA 11452.