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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10137
Database ID: 2386
Record Series Title: Regulatory Boards Licensure Records
Record Series Abstract: Records include but not limited to the Files Contain The Licensure Status And Licensing History Of The 210,000 (+) Health Personnel, Facilities, Services, Vehicles & Schools Licensed By The State Of Tennessee. Nurse aid registration files. Files contain application for examination, certificate copy, elderly abuse registry information, supporting documentation and related correspondence. Information In The Regulatory Boards System Is Current As Well As Historical Demographic And Profession Specific Data. Records Pertain To Ems Personnel Testing And EMT/Paramedic/Ambulance Certification/Licensure Records; OHLR And OHLR EMS License/Certification Records For Professionals And Health Care Facilities; Renewal Licensure/Certification Records-Personnel, Licensure/Certification Renewals-All Professions; Licensure/Certification Termination Files - Health Care Facilities. Examples Of The Types Of Records Covered Include Applications, Exams, Receipts, Renewal Forms, Supporting Documentation, Related Correspondence, And Related Records. Records Previously Under RDA's 1165, 1842,1843, 1894, 2579, 2832,10077, 1786, 10132, 10139, 10140,10146, 10072, 10073, 10133, and 10135 Are Now Under RDA 10137.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: At The End Of Each Licensure/Certification
Total Retention: 100 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The Files Are To Be Cut Off At The End Of Each Licensure/Certification, Due To Failure To Renew Or Proof Of Death. Paper Records Are Scanned When The Application Is Approved, And Then The Paper Record Is Destroyed After Verifying The Electronic Record. Electronic Records Are Maintained In Agency 100 Years After Cut Off; Then Destroyed By State Approved Methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2386
Record Location: MAINFRAMES IN OIR Dept. of Health - 665 Mainstream Drive, Nashville.
File Arrangement: Alpha and Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1951 - Current
Annual Accumulation: 300 cubic feet, 20 GB
Current Volume: 150 cubic feet, 400 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 450
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: Public/Versa Management Systems
Essential Record: TRUE
Essential Record Stored: Filenet
Essential Record Media Type: Electronic
Confidential: FALSE
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 100 Years
Agency Retention - Years Active: 20 Years
Agency Retention - Years Inactive: 80 Years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 63-1-132
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Filenet
IT-ABC Number:
Hardware Description: Dell server 6850
Software Description: Windows Server 20003 FileNet version 4.04
System Location: OIR Data Center South
Backup Procedures: Nightly by OIR
Disaster Recovery: Disaster Recovery plan for Dept. of Health on file with OIR
Data Migration Description: Java application which connects to Legacy System and converts information to the current enterprise offering
Metadata Description: Document type, profession code, file number, retention, and page count. These core data elements enable retrieval of the records image and complete data of the record searched. Electronic images of records are indexed by barcode recognition.
Contact Information
Contact Name: Lois Holt-Cooper
Job Title: Department Records Officer
Address 1: 710 James Robertson Parkway
Address 2: 6th Floor; Andrew Johnson Tower
City: Nashville
Zip: 37243
Phone: 615-253-4084
Email: lois.holt-cooper@tn.gov
Agency: Dept. of Health
Agency Head: Comissioner John J. Dreyzehner, MD,MPH,FACOEM
Director: Dea Smith
Allotment Code: 34300
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 03-22-2018 No recommended changes.
Tennessee State Libary and Archives: 03-26-2018 No recommended changes.
Comptroller Audit Review: 2018-03-22 We have reviewed RDA 10137 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-27-2018 Thank you.
RMD Director Recomendations: 03-29-2018 RDA 10137 is a request to revise an RDA. The retention period will remain one hundred years and destroy. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10137.
Signed Form Received: 2018-03-29
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 10137.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1404 10137 2016-02-25 Approved
2386 10137 2018-04-25 Approved