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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW04
Database ID: 1795
Record Series Title: Employee Medical Records
Record Series Abstract: Documents relating to confidential employee medical records. Examples: Documentation of physicals and health status, Alcoholics Anonymous treatment statement, drug related treatment, injured in the line of duty and workers' compensation claims. May include diagnostic items such as test results, pictures, and x-rays. Records covered under SW19 Active Employee Files, SW09 Attendance and Leave Records, or SW03 Human Resources Employee Information Documents shall not be destroyed under this RDA.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon employee termination.
Total Retention: 30 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off upon termination of employee, maintained for thirty years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in Paper Format may be transferred to the State Records Center. Records in electronic format shall be maintained in Office of Information Resources (OIR) approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. FORMER RDA's MERGED: S2418, S2489
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1795
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: alpha numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1990 to current
Annual Accumulation: Agency records officer shall keep documentation of specific volume.
Current Volume: Agency records officer shall keep documentation of specific volume.
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Record will be stored in the HR division of the agency. Paper records may be kept on site or stored at the state records center. Electronic versions will be maintained on the state OIR approved system.
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: 29 CFR 1910.1020
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 30 years
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 30
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 29 CFR 1910.1020
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name.
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR).
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Agency shall use File Types and Formats that are considered High Confidence by OIR.
System Location: Agency Records Officer shall document the system location.
Backup Procedures: Backup procedures system shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Office for Information Resources (OIR). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Metadata Description: File Name, Date Created, File Type, & Date Modified
Contact Information
Contact Name: Records Management
Job Title: Records Management Division
Address 1: 312 Rosa L. Parks Blvd.
Address 2: 8th Floor TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-5739
Email: records.management@tn.gov
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-08-2014 No recommended changes.
Tennessee State Libary and Archives: 05-12-2014 No recommended changes.
Comptroller Audit Review: 2014-05-12 We have reviewed RDA SW04 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-14-2014 Agency concurs.
RMD Director Recomendations: 05-16-2014 RDA SW04 is a request to revise an RDA. The retention period will remain 30 years. The electronic format is being added to the records series. Recommend approval of RDA SW04.
Signed Form Received: 2014-05-16
PRC Meeting Date: 05-27-2014
PRC Comments:
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1795 SW04 2014-05-27 Approved