Core Data
RDA Number
11508
Effective Date
Mon, 04/20/2026
Record Series Abstract
A statewide, confidential, surveillance system to support data collection and investigation of reportable diseases and outbreaks. NBS collects basic patient information, laboratory and case reports of reportable diseases, exposures and risk factors of interest, and investigation outcomes. Data is used to understand disease trends in TN as well as identify clusters or outbreaks of disease.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
99
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are received in paper and electronic format. Documents and files received for electronic processing or data entry are retained for 30 days then properly destroyed. The electronic data then remains in the NBS system permanently and is maintained in the system for permanent retention.
Worksheet
Record Location
On a server at the STS Data Center North
File Arrangement
Files are arranged by patient name alphabetically
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Date Range
2008 to present
Agency
Allotment Code
343.00
Annual Accumulation
Average annual database space usage: 2500 GB
Paper: 59,382 cubic feet
Paper: 59,382 cubic feet
Current Volume
19200 GB
4,948.5 cubic feet
4,948.5 cubic feet
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
CDC, other public health authorities
Essential Record
Yes - Original
Essential Record Stored
Stored within the NBS system
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 68-10-113; 68-10-101
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Permanent
Records Center Retention Period
Permanently
Retention Legal Citation
NA
Electronic Records Plan Inventory
System Name
National Electronic Disease Surveillance System Base System (NBS)
Hardware Description
VMWare Virtual Server
Software Description
Web-based user interface, SQL database
System Location
On a server at the STS Data Center North
Backup Procedures
The [rdb] database incorporates a specialized data refresh operation where full database backups occur three times a week with data refresh (bidirectional data copy) operations occurring at different times for select tables among all production environments.
Disaster Recovery
Tier 2
RTO (Recovery Time Objective): 24 hours
RPO (Recovery Point Objective): 1 hour
RTO (Recovery Time Objective): 24 hours
RPO (Recovery Point Objective): 1 hour
Data Migration Description
Data are de-identified and transmitted automatically in near real time to CDC based on configuration settings once a case investigation is completed.
RDA Comments
Records Management Division (RMD)
Thu, 02/26/2026
No recommended changes.
Tennessee State Library and Archives
Thu, 02/26/2026
No recommended changes.
Comptroller Audit Review
Mon, 03/02/2026
We have reviewed RDA 11508 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 03/10/2026
Reviewed by TDOH Records Mang. 03-10 and sent for signatures.
RMD Director
Mon, 03/16/2026
RDA 11508 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 11508.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 11508.
