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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10080
Database ID: 1351
Record Series Title: COMMUNICABLE DISEASE-HUMAN MORBIDITY DATA SYSTEM/PRISM
Record Series Abstract: The purpose of this system is to study the incidence of selected notifiable diseases, the place of occurrence and the residence of the individuals involved. Reports from the state central office health department are transmitted to the centers for disease control and prevention (CDC). In this system are records that include: notifiable disease report records from hospitals, morbidity report records from physicians/related forms and documents; congenital syphilis follow up forms and related documentation, which are used to report infant syphilis cases in Tennessee; infectious syphilis follow up forms, STD surveillance, chlamydia report forms/related documentation used to report diagnosed syphilis/STDs/chlamydia cases; state laboratory reactive report records, private laboratory reports used to report STD’s in Tennessee; interstate transmission control identification record, used to assure inter/intra-state transmission of epidemiology STD information. The above information is entered into the master patient file in prism as applicable.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Data/Information is received and then entered into PRISM and retained permanently.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1351
Record Location: Electronically In Prism and STS Data Center South, Smyrna, TN
File Arrangement: Individuals name
Media Format Generated: Electronic
Media Format Stored: ELECTRONIC
Date Range: 2010-current
Annual Accumulation: 16.6 GB
Current Volume: 100 GB
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 20
Past Year: 216
2 - 5 Years: 432
Over 5 Years: 1300
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: CDC, CLINICS AND OTHER HEALTH AGENCIES
Essential Record: TRUE
Essential Record Stored: IN PRISM. BACKED UP ON SERVER LOCATED AT STS DATA CENTER SOUTH
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 10-7-504
Media Recommendation: Current Format
Media Recommendation Other: OTHER
Agency Retention:
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: TCA 68-5-104; 68-9-104; 68-9-106; 68-10-101; 68-10-109; 10-7-504
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: PRISM
IT-ABC Number:
Hardware Description: VMWARE VIRTUAL SERVER
Software Description: ASP.NET WEBSITE, SQL DATABASE
System Location: PRISM SYSTEM WHERE RECORDS ARE CREATED AND STORED ON SERVER THAT IS LOCATED AT STS DATA CENTER SOUTH
Backup Procedures: NIGHLTY BACKUPS
Disaster Recovery: STS SILVER LEVEL DR SERVICES
Data Migration Description: Data migration typically occurs every 5-10 years as advancements are made in technology.
Metadata Description: Sexually Transmitted Disease Investigations And Morbidity Information Accessed In Database Contain Demographic And Identifying Information About The Individual. Information Is Stored Electronically In Prism Database And Can Be Searched Using The Individual’s Unique Profile Identification Number, Social Security Number, Name, Or Date Of Birth.
Contact Information
Contact Name: Lois Holt-Cooper
Job Title: RECORDS OFFICER
Address 1: 710 JAMES ROBERTSON PARKWAY,
Address 2:
City: NASHVILLE
Zip: 37243
Phone: 615-741-4411
Email: Lois.Holt-Cooper@tn.gov
Agency: Dept. of Health
Agency Head: JOHN J. DREYZEHNER, MD, MPH, FACOEM
Director: CAROLYN WESTER, MD, MPH,
Allotment Code: 34349
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-16-2017 No recommended changes.
Tennessee State Libary and Archives: 01-16-2017 No recommended changes.
Comptroller Audit Review: 2017-02-16 We have reviewed RDA 10080 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-24-2017 Thank you.
RMD Director Recomendations: 03-10-2017 RDA 10080 is a request to revise an RDA. The retention period will remain permanent. The format will remain electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10080.
Signed Form Received: 2016-03-10
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves RDA 10080
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1351 10080 2017-03-28 Approved