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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2989
Database ID: 1183
Record Series Title: Limited Health Insurance Portability and Accountability Act Record set containing Protected Health Information
Record Series Abstract: THE RECORDS CONSIST OF PRE ADMISSION EVALUATIONS & INDIVIDUAL SUPPORT PLANS
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: AFTER PERSON'S DEATH OR TERMINATION OF SERVICES/DISCHARGE
Total Retention: 11 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Record is created in paper or electronically and kept in DIDD regional offices. Any paper records converted to electronic format will be verified for content, accuracy and usability prior to destruction of paper record. Records will be destroyed at the end of retention period by the State approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1183
Record Location: Middle TN Regional Office 291 Stewarts Ferry Pike, Nashville, TN 37214 East TN Regional Office Knoxville Regional Office Langley Building 520 West Summit Hill Drive, Suite 201 Knoxville, TN 37902 West TN Regional Office 11437 Milton Wilson Road Arlington, TN 38002-0949
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2004 - current
Annual Accumulation: 1 cu. ft 10 megabytes
Current Volume: 3 cu. ft. 71 megabytes
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 5
Past Year: 2
2 - 5 Years: 2
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Department of Health & Human Services 200 Independence Avenue, S.W. Washington, D.C. 20201 https://www.hhs.gov/hipaa/for-professionals/breach-notification/index.html
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: 45 CFR Part 164, TCA 33-3-103
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 11 years after death or person's discharge/service termination
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Shared File Servers
IT-ABC Number: N/A
Hardware Description: Virtual server housed in the State Data Center
Software Description: Windows Server 2012 R2
System Location: State of TN Data Centers Capitol Complex Services Center (CCS) 901 5th Avenue North, Nashville, TN 37243
Backup Procedures: Replication across Data Centers along with nightly backups to disk which is kept for 30 days then written to the cloud storage tier for up to 7 years. Complete Weekly File Backups Capitol Complex Services Center (CCS) 901 5th Avenue North, Nashville, TN 37243
Disaster Recovery: Restore from appropriate backup is requested for ad-hoc file and folder situations; full DR procedures are maintained by the State Data Center.
Data Migration Description: STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
Metadata Description: The metadata varies by file type but includes items such as filename, modified date and author.
Contact Information
Contact Name: Simone N/A Cuarino
Job Title: Director of HIPAA & Records Compliance
Address 1: 400 Deaderick Street
Address 2: 10th Floor
City: Nashville
Zip: 37243
Phone: 6155326511
Email: simone.cuarino@tn.gov
Agency: Dept. of Intellectual & Developmental Disabilities
Agency Head: Debra K. Payne, Commissioner
Director: Bruce Wilson, Assistant General Counsel
Allotment Code: 344.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-03-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2017 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 2989 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-08-2018 Thank you!
RMD Director Recomendations: 10-11-2018 RDA 2989 is a request to revise an RDA. The retention period will change from three years to eleven years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2989.
Signed Form Received: 2018-10-10
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 2989.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1183 2989 2018-10-30 Approved