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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1094
Database ID: 185
Record Series Title: Records of the Medical Examiner's Office
Record Series Abstract: Records include but not limited to autopsy report, report of investigations, toxicology reports, and other documents as necessary to document investigations and examinations made as a result of certain deaths occurring within the state of Tennessee such as any person from violence or trauma of any type, suddenly when in apparent health, sudden unexpected death of infants and children, deaths of prisoners or persons in state custody, deaths on the job or related to employment, deaths believed to represent a threat to public health, deaths where neglect or abuse of extended care residents are suspected or confirmed, deaths where the identity of the person is unknown or unclear, deaths in any suspicious/unusual/unnatural manner, found dead, or where the body is to be cremated.
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: Records are generated in paper, paper records are then converted to electronic format. Paper is maintained in agency for 4 years, once information is verified for completeness and accuracy the paper records are then destroyed by state approved methods. Microfilmed records are to be converted to electronic format, once images have been verified for completeness and accuracy the microfilm is destroyed by state approved methods. Records had been maintained in paper and microfilm format but have now been completely converted to electronic format and are kept as such. Electronic records kept permanently.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 185
Record Location: VA Building 6, Room 105 Mountain Home, TN 37684
File Arrangement: alpha by county, alpha by decedent name, numerical
Media Format Generated: Both
Media Format Stored: Electronic: Other
Date Range: 1975-Current
Annual Accumulation: 16 cu.ft / 5GB
Current Volume: 15GB /194 cu. ft./182 rolls/26 CDs
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 33
Past Year: 400
2 - 5 Years: 1600
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Center for Disease Control, Federal Bureau of Investigation, Drug Enforcement Administration, Dept. of Justice, other state medical examiner, law enforcement agencies, life insurance agencies, etc.
Essential Record: Yes - Original
Essential Record Stored: VA Building 6, Room 105 Mountain Home, TN 37684 NAS device/State
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 38-7-110(d)
Media Recommendation: Other
Media Recommendation Other: Electronic
Agency Retention:
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Migrate to Electronic Data
Legal Citation: TCA 10-7-54
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Isilon NAS
IT-ABC Number:
Hardware Description: ECM-NAS (Network Attached Storage) Device
Software Description: OneFS is an approved ECM. It is an operating system for STS for NAS (Network Attached Storage). Encrypted in transit and at rest. File type is a pdf.
System Location: Data Center South (primary) Data Center North (Secondary)
Backup Procedures: Full back up monthly with incremental nightly
Disaster Recovery: Server replicate every 15 minutes between data center south and north
Data Migration Description: Reports are scanned as pdf records and transferred into NAS via batch file
Metadata Description: pdf, name, date, file type
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: 37243
Phone: 615.741.4411
Email: Lois.Holt-Cooper@tn.gov
Agency: Dept. of Health
Agency Head: John J. Dreyzehner, MD, MPH, FACOEM
Director: Lori B. Ferranti, PhD, MBA, RN
Allotment Code: 343.20
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-08-2016 Please provide more information in electronic plan inventory such as: system name, how these records are stored, and file type. 9/8/16: agency provided information and RDA is updated to reflect changes.
Tennessee State Libary and Archives: 09-08-2016 TSLA concurs with RMD comment.
Comptroller Audit Review: 2016-09-08 Audit concurs with RMD comments.
Agency: 09-13-2016 Thank you.
RMD Director Recomendations: 09-29-2016 RDA 1094 is a request to revise an RDA. The retention will change from fifty-two years and destroy to permanent. The format will remain electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1094.
Signed Form Received: 2016-09-29
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 1094
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
185 1094 2016-11-03 Approved