| Worksheet ID: |
1403 |
| Record Location: |
Cordell Hull Bldg, 6th floor Nashville,Tn 37243. Data is stored at OIR data center. Paper data collection tools are kept on-site for three years then transferred to Records Center. |
| File Arrangement: |
Alpha |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1/1986 - current |
| Annual Accumulation: |
1 Tape per year approximately 1 gig, 15 cubic feet paper |
| Current Volume: |
30 cubic feet paper, 10 gig electronic |
| Record Value: |
Administrative, Historic |
| Audit Requirements: |
Federal |
| Reference Frequency: |
| Current Year per Month: |
20 |
| Past Year: |
25 |
| 2 - 5 Years: |
30 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Centers for Disease Control, North American Association of Central Cancer Registries, other state Central Cancer Registries |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Essential record is the abstracted data garnered from electronic and paper submissions from reporting facilities and practitioners. Database is located at OIR Data Center. Paper is retained in agency 3 years then transferred to Records Center for 10 years. Paper record contains additional information that may need to be referenced at a later date for epidemiological purposes. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
68-1-1006, Health Insurance Portability and Accessibility Act (HIPAA) |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
100 years for data, 3 years for active paper in agency then transfer to Records Center for seven (7). |
| Agency Retention - Years Active: |
Ten years data active, three years paper active |
| Agency Retention - Years Inactive: |
97 years data inactive, no paper inactive |
| Records Center Retention Period: |
Seven (7) years paper |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
TCA 68-1-1003;68-1-1004;68-1-1006 No specific retention period cited in state or federal statute or rule. Retention of paper is to satisfy CDC program audit expectations for funding of the Tennessee Cancer Registry, and epidemiological research and studies. TCA 68-11-Part 3, Patient Medical Records Act of 1974, requires retention of medical records by hospital for ten (10) years. Tennessee Cancer Registry follows the generally acceptable practice of retaining the complete paper records as would a licensed medical facility or practitioner, if needed for epidemiological research and studies, as in the case of a suspected cancer cluster. |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Tennessee Cancer Reporting System |
| IT-ABC Number: |
|
| Hardware Description: |
VMware, OIR Data Center
File Server currently resides on DC0419006WF000. Recovery requires a standard server with MS Windows 2003 or greater operating system with 210 gigabytes of available disk space.
Database Server
Currently resides on DC0419006WF000. Recovery requires a standard file server with Windows 2003 or greater operating system. Database on DC20SDCWB00001. Recovery requires an encrypted SQL Server 2008 with 35.02 gigabytes of available disk space |
| Software Description: |
Registry Plus provided by CDC, Microsoft SQL. Registry Plus is a suite of publicly available free software programs for collecting and processing cancer registry data, made available by CDC. |
| System Location: |
OIR Data Center |
| Backup Procedures: |
Daily, by OIR, following OIR established policy & procedures.
File server and database server backups are performed daily by OIR. |
| Disaster Recovery: |
OIR network recovery policy & procedures. Non-critical recovery time.
Location:
Data Center South
RTO:
>2 weeks
RPO:
24 hours
OIR Level:
Bronze
Most Registry Plus applications are available for download via the internet at: http://www.cdc.gov/cancer/npcr/tools/registryplus/
|
| Data Migration Description: |
Data will be migrated to newer platforms as directed by CDC and OIR. |
| Metadata Description: |
Cancer Patient Medical Record abstracts, patient identifiers, patient demographics, reporting facility identifiers, date of diagnosis, diagnosis,
Modified daily, file type NAACCR V13, 22,824 bytes, V13.0 active status, |
