An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11472
Effective Date
Record Series Abstract
Files contain application for examination, supporting documentation, paystubs, reciprocity applications, name change documents, and related correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon approval, denial, or renewal completion.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper records of examinations, applications, and other related documents are scanned upon applicant’s approval, denial, or renewal completion. Paper files are stored in commission’s office within the Nurse Abuse section until they are scanned. Digital copies (scans of paper records) are stored with LARS (Licensing database) and FileNet (long term storage). Records that involve abuse are referred to the Abuse Registry and will be stored under the Abuse Registry’s RDA.
Worksheet
Record Location
Health Facilities Commission MetroCenter offices - 665 Mainstream Drive, 2nd Floor, Nashville
File Arrangement
Paper records are stored in alphabetical order by name. Digital records are stored on the commission’s FileNet site by alphabetical order
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, 1989 to Present
Agency
Allotment Code
31607
Annual Accumulation
1 gb (electronic) and Approximately 1 cu ft (paper)
Current Volume
20 gb (electronic) and Approximately 2 cu ft (paper)
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Center for Medicare and Medicaid Services (CMS) (Federal)
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 Years
Records Center Retention Period
0 Years
Retention Legal Citation
TCA 68-11-209 (e)
Electronic Records Plan Inventory
System Name
LARS database and FileNet
Hardware Description
Dell server 6850
Software Description
Adobe pdf file
System Location
State Data Center
Backup Procedures
Standard back up protocols for STS
Disaster Recovery
Disaster recovery plan for Department of Health on file with STS
Data Migration Description
Generated digital files are saved as Adobe pdf whish is compatible with various operating systems.
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 11472 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 11472 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 11472.
Public Records Commission
09-23-2024
PRC approves RDA 11472.