An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11473
Effective Date
Record Series Abstract
Documents relating to abuse or neglect of vulnerable or exploited individuals resulting in the abuser being added to the Abuse Registry. The documents include but not limited to information submitted from the courts, complaint from a state agency, or received complaints.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
upon notification of registered abuser’s death or after 80 years, whichever comes first
Total Retention Years
80
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Submitted documents are scanned and stored in LARS (Licensing database) which uploads the information onto a system available on the commission’s website for public searching. Documents are stored in both LARS and FileNet. Nurse Aide records are included if referred to Abuse Registry. Records are deleted upon notification of registered abuser’s death or after 80 years, whichever comes first. Records are destroyed by state approved methods.
Worksheet
Record Location
Health Facilities Commission's portion of FileNet
File Arrangement
Alphabetical order by Name of Registered
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Other
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Other
Date Range
January 1, 1989 to Present
Agency
Allotment Code
31607
Annual Accumulation
Approximately 1 gb (electronic) and Approximately 1 cu ft (paper)
Current Volume
Approximately 70 gb (electronic) and Approximately 8 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
Yes
Confidential Legal Citation
TCA 68-11-1001
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
80 Years or until Registered dies
Records Center Retention Period
0 Years
Retention Legal Citation
TCA 68-11-1001
Electronic Records Plan Inventory
System Name
LARS database and FileNet
Hardware Description
State Server/FileNet through Department of Health
Software Description
Adobe pdf
System Location
State Data Center
Backup Procedures
Standard backup protocols for STS
Disaster Recovery
Disaster recovery plan for Department of Health on file with STS
Data Migration Description
Java application which connects to Legacy System and converts information to the current
enterprise offering
enterprise offering
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 11473 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 11473 is a request to create an RDA. The retention period will be eighty years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11473.
Public Records Commission
09-23-2024
PRC approves RDA 11473.