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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11027
Database ID: 1861
Record Series Title: Pregnancy Risk Assessment & Monitoring System
Record Series Abstract: Pregnancy Risk Assessment & Monitoring System (PRAMS) surveys. Random sample of new mothers surveying pre and post pregnancy behaviors to assess birth outcomes.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off at the end of each calendar year, maintained in Agency for one year, transferred to the State Records Center for four years, and are destroyed following expiration of retention period. Total retention is five years, per recommendation from the Center for Disease Control.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1848
Record Location: 6th Floor Cordell Hull Building 425 Fifth Avenue North Nashville, TN 37243
File Arrangement: Survey batch number
Media Format Generated: Paper
Media Format Stored: Paper: Book
Date Range: 2009-current
Annual Accumulation: 4 cubic feet
Current Volume: 9 cubic feet
Record Value: Administrative
Audit Requirements: None
Reference Frequency:
Current Year per Month: 10
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Centers for Disease Control
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: Health Information Portability and Accountablility Act (HIPAA). Identifiable personal health information.
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Current year
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 0
Records Center Retention Period: 4
Final Disposition after Retention Expires: Destroy
Legal Citation: CFR 45 92.42
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Marian Maxwell
Job Title: Records Officer
Address 1: 6th Floor Cordell Hull Building
Address 2: 425 Fifth Avenue North
City: Nashville
Zip: 37243
Phone: 615.741.5453
Email: marian.maxwell@tn.gov
Agency: Dept. of Health
Agency Head: John J. Dreyzehner, MD, MPH, FACOEM
Director: Lori Ferranti, PhD
Allotment Code: 34320
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-05-2013 No recommended changes.
Tennessee State Libary and Archives: 09-05-2013 No recommended changes.
Comptroller Audit Review: 2013-09-10 We have reviewed RDA 11027 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 09-16-2013 No comments
RMD Director Recomendations: 09-24-2013 RDA 11027 is a request for a new RDA. Recommend approval with the retention period changed to 5 years. Change to 5 years in Total retention, Disposition Notes, and Records Center Retention.
Signed Form Received: 2013-09-24
PRC Meeting Date: 11-20-2013
PRC Comments: Approved with the following changes: Change to 5 years in Total retention, Disposition Notes, and Records Center Retention.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1861 11027 2013-11-20 Approved with Changes