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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10106
Database ID: 1375
Record Series Title: Patient Tracking & Bill Management Information System (PTBMIS)
Record Series Abstract: Records include by not limited to; captures patient demographic information & services provided by the health department at the regional and clinic levels. The system's primary functions are to register patients, compile patient encounters, track high risk patients, produce participation reports and capture eligibility information for the WIC (Women, Infants, and Children) program.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: at the end of each patient visit
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are generated and stored electronically. The files are to be cut off at the end of each patient visit then, maintain in agency 10 year(s); then destroy by state approved methods
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1375
Record Location: STS Data Center North
File Arrangement: Alpha numeric
Media Format Generated: Electronic
Media Format Stored: ELECTRONIC
Date Range: 1997 - Current
Annual Accumulation: 1gb
Current Volume: 5gb
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 999
Past Year: 999
2 - 5 Years: 999
Over 5 Years: 999
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: 7 CFR 246.25, T.C.A 63-2-101, T.C.A 68-11-305, T.C.A. 68-1-109
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 7 CFR 246.25, T.C.A 63-2-101, T.C.A 68-11-305, T.C.A. 68-1-109
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: IBM System AS400
IT-ABC Number:
Hardware Description: AS425
Software Description: PTBMIS
System Location: The database containing electronic records is kept on servers maintained and supported by STS at State Data Centers
Backup Procedures: Backup procedures shall be maintained in accordance with Current STS Data Center Operations policy
Disaster Recovery: Disaster Recovery procedures shall be maintained in accordance with Current STS Data Center Operations policy
Data Migration Description: STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
Metadata Description: Metadata varies based on the notification template. Any data that may populate a template is located in a database table within the same database schema. Below is a list of possible data elements; First Name, Last Name, Social Security Number, Date of Birth, Account number
Contact Information
Contact Name: Lois Holt-Cooper
Job Title: Records Officer
Address 1: 710 James Robertson parkway
Address 2: 6th floor Andrew Johnson tower
City: NASHVILLE
Zip: 27243
Phone: 615-253-4084
Email: Lois.holt-cooper@tn.gov
Agency: Dept. of Health
Agency Head: John J. Drezhner
Director: Margaret T. Lewis
Allotment Code: 34345
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-04-2018 Please explain the difference between RDA 10106 and RDA 11311. RDA 10106 states that WIC records are retained in this RDA as well as RDA 11311.
Tennessee State Libary and Archives: 10-04-2018 TSLA concurs in RMD comments.
Comptroller Audit Review: 2018-10-04 Audit concurs with RMD comments.
Agency: 10-12-2018 RDA 10106 PTBMIS is an older system that we will be migrating our WIC data into (RDA 11311 TNWIC) for MIS & eWIC in September 2020, we wanted to get the RDA started in order to stay in compliance with our RDAs.
RMD Director Recomendations: 10-15-2018 RDA 10106 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be electronic. The agency clarified that certain information will be eventually migrated into RDA 11311 when the current system is replaced. Agency will retire this system and migrate appropriate data at that time. Recommend approval of request to revise RDA 10106.
Signed Form Received: 2018-10-15
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 10106.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1375 10106 2018-10-30 Approved