| Worksheet ID: |
2323 |
| Record Location: |
Each Facility's Central/Medical Records Department; Order for Judicial Commitment will be held in LEGAL Counsel's Office AT 500 DEADERICK ST, ANDREW JACKSON BLDG., 5th floor, NASHVILLE, TN 37243. |
| File Arrangement: |
Numerical |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1944 to current |
| Annual Accumulation: |
3875 cu ft
240 gigabytes |
| Current Volume: |
19,379 cu ft
1200 gigabytes |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
475 |
| Past Year: |
350 |
| 2 - 5 Years: |
150 |
| Over 5 Years:
|
70 |
|
| Data Update Frequency: |
Yearly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
MIDDLE TN MENTAL HEALTH INSTITUTE-DONELSON
WESTERN MENTAL HEALTH INSTITUTE-BOLIVAR
MOCCASIN BEND MENTAL HEALTH INSTITUTE-CHATTANOOGA
MEMPHIS MENTAL HEALTH INSTITUTE-MEMPHIS
RICHARDS&RICHARDS-NASHVILLE |
| Essential Record Media Type: |
Paper |
| Confidential: |
Yes |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
N/A |
| Agency Retention: |
5 YEARS |
| Agency Retention - Years Active: |
4 YEARS |
| Agency Retention - Years Inactive: |
1 YEARS |
| Records Center Retention Period: |
5 YEARS |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
TCA 68-11-305;TCA 33-3-101;TCA 10-7-504 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
ORACLE FILE SERVERS |
| IT-ABC Number: |
N/A |
| Hardware Description: |
THE ELECTRONIC RECORDS ARE STORED IN FOLDERS ON A STRATEGIC TECHNOLOGY SOLUTIONS(STS) SERVER. ALL HARDWARE FOR MAINTAINING THE RECORD SERIES SHALL BE MAINTAINED IN ACCORDANCE WITH THE CURRENT STANDARDS OF STS. |
| Software Description: |
DOCUMENTS AND METADATA ARE CAPTURED BY USING MULTI-FUNCTION DEVICES AND SCANNING THE DOCUMENT BY PRESSING THE APPROPRIATE BUTTON ON THE MULTI-FUNCTION DEVICE USING LEXMARK DOCUMENT DISTRIBUTOR SOFTWARE. |
| System Location: |
THE ELECTRONIC RECORDS ARE KEPT ON A SERVER MAINTAINED AND SUPPORTED BY STS AT THEIR DATA CENTER, 901 5th AVE N, NASHVILLE, TN. 37243. |
| Backup Procedures: |
BACKUP PROCEDURES SHALL BE MAINTAINED IN ACCORDANCE WITH THE CURRENT STANDARDS OF STS, LOCATED IN THE 901 5th AVE N, STS BUILDING, NASHVILLE, TN. 37243. BACKUP PROCEDURES SHALL BE REVIEWED AND TESTED ANNUALLY. |
| Disaster Recovery: |
THE AGENCY SHALL HAVE A DETAILED DISASTER RECOVERY PLAN FOR THE SYSTEM IN ACCORDANCE WITH THE CURRENT STANDARDS OF STS. THE DISASTER RECOVERY PLANS SHALL BE REVIEWED ANNUALLY. |
| Data Migration Description: |
DOCUMENTS ARE SCANNED TO THE STATE NETWORK TO A FOLDER ON A STS SERVER. THE METADATA CAPTURED AT THE TIME OF SCAN IS STORED IN A MICROSOFT SQL SERVER DATABASE AND IS DELETED AT THE 10 YEAR RETENTION DISPOSITION. |
| Metadata Description: |
METADATA VARIES BASED ON THE DOCUMENT TYPE. BELOW IS A LIST OF SOME DATA ELEMENTS; PATIENT'S FIRST NAME, MIDDLE INITIAL, LAST NAME, SOCIAL SECURITY NUMBER, ADDRESS, TRACKING NUMBER, DOCUMENT GROUP, DOCUMENT TYPE, COUNTY, DISTRICT, FILENAME, TOTAL PAGES, FILE SIZE, AUDIT ELEMENTS SUCH AS TRACKING NUMBER, VARIED BY, DATE CREATED, ACTIVE, CLOSED, PENDING, DELETED, ETC. THE DATA SETS ARE, BUT NOT LIMITED TO, EXCEL, WORD, TEXT, PDF, PICTURES, IMAGE FILES (TIFF ETC.) AND EMAIL EXPORTS. ANY ELECTRONIC FILE THAT IS RELEVANT TO PATIENT MEDICAL RECORD FILES WILL BE IN THE FOLDER STRUCTURE. |
