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Health Facilities Commission Licensure Legal Files

Core Data
RDA Number
11450
Effective Date
Record Series Abstract
Contains but not limited to Case Review and Executive Order documents and closed legal contested case files including correspondence, exhibits, respondent’s notice, and depositions
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Final Order/Report is generated
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored electronically. If a paper record is generated, it will be immediately scanned to create the official stored record. Once the record has reached its cut off, the Final Disposition of the case, minus any personal information or HIPPA sensitive documents, will be stored within the Commission’s FileNet space for 10 years from that date. At the end of either retention period, the records will be destroyed by state approved methods.
Worksheet
Record Location
Health Facilities Commission's network server space located at the State Data Center and in FileNet.
File Arrangement
By Dockett Number until closed. In FileNet, stored by Case Number and Case Name
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Other
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Other
Date Range
January 2014 to Current
Agency
Health Facilities Commission
Allotment Code
31607
Annual Accumulation
(Paper) less than 1 cubic foot; (Electronic) Approximately 1 GB
Current Volume
(Paper)4 cubic feet; (Electronic) Approximately 1 TB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 Years
Records Center Retention Period
0
Retention Legal Citation
TCA 68-11-207 Suspension or Revocation of a License
TCA 68-11-252 Regulation of Health and Related Facilities
Electronic Records Plan Inventory
System Name
AF07_Data(\\AG035DCWF00520)
Hardware Description
State Server
Software Description
Adobe pdf files
System Location
State Data Center/FileNet
Backup Procedures
Standard back-up protocols for STS
Disaster Recovery
Standard disaster recovery protocols for STS.
Data Migration Description
Generated files are saved as pdf files which are compatible with many different operating systems
Metadata Description
Generated pdf files that will not be stored permanently are saved on the agency’s portion of the state server. They are saved in the following manner. (Need Folder Path) Root Folder:
For permanent storage, the files will be saved in the Commission’s portion of FileNet in the following manner: Root: Licensure Legal Files followed by the file name (Case Number-Case Name)
RDA Comments
Records Management Division (RMD)
08-22-2024
No recommended changes.
Tennessee State Library and Archives
08-23-2024
No recommended changes.
Comptroller Audit Review
08-23-2024
We have reviewed RDA 11450 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-26-2024
We accept the recommendations and appreciate their time in the review.
RMD Director
08-28-2024
RDA 11450 is a request to revise an RDA. The retention period will remain ten years and then destroy. The format will be electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 11450.
Public Records Commission
09-23-2024
PRC approves RDA 11450.