Core Data
RDA Number
11471
Effective Date
Mon, 10/20/2025
Record Series Abstract
Pre-licensure surveys of healthcare institutions, renewal surveys, and complaint surveys that may also include supportive documentation.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and stored in paper format and digital format. As documents are generated or collected, they will be scanned and stored on the commission's Network Attached Storage (NAS) site. Paper records are stored on site for 2 years. At the start of year 3, the records are verified with their corresponding digital versions for completeness then transferred to a local records center. When both paper and digital records have reached 10 years, they will be destroyed by state approved methods.
Worksheet
Record Location
On site (regional offices in Knoxville and Jackson) and in record centers near office.
File Arrangement
By License Number, Case Number, and Date
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Other
Paper: Sheet
Date Range
January 1, 2014 to Present
Agency
Allotment Code
31607
Annual Accumulation
(Paper) Approximately 1000 cubic feet (Electronic) Approximately 1 GB
Current Volume
(Paper) Approximately 2700 cubic feet (Electronic) Approximately 51 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Center for Medicare and Medicaid Services (CMS)
Essential Record
No
Confidential
Yes
Confidential Legal Citation
HIPAA and 1864 Social Security Act
Does this Record Series Contain Sensitive Information?
No
Agency Retention
2 years
Records Center Retention Period
8 years
Retention Legal Citation
TCA 68-11-210
Electronic Records Plan Inventory
System Name
Network Attached Storage (NAS)
Hardware Description
State Server/NAS
Software Description
Adobe pdf files
System Location
State Data Center
Backup Procedures
Standard back-up protocols for STS
Disaster Recovery
Standard disaster recovery protocols for STS
Data Migration Description
Generated files are saved as Adobe pdf which is compatible with various operating systems. The digital files are then stored on the commission's NAS site with limited access.
RDA Comments
Records Management Division (RMD)
Thu, 09/11/2025
No recommended changes.
Tennessee State Library and Archives
Fri, 09/12/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/15/2025
We have reviewed RDA 11471 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thu, 09/18/2025
Thank you for your comments. We concur with the recommendations.
RMD Director
Thu, 09/25/2025
RDA 11471 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 11471.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11471
