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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 378
Database ID: 24
Record Series Title: Induced Termination of Pregnancy Forms
Record Series Abstract: Forms report an induced termination of pregnancy, forms are submitted by various hospitals and facilities weekly. The batch of forms is keyed and verified by vendor weekly. Keyed data is returned via secure server. Data is stored with other health statistics data on h-drive. The final data files are used to create articles and to respond to data requests from internal and external customers
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: Induced termination of pregnancy forms are maintained in office for one year and then transfer to State Records Center for four years then destroy by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 24
Record Location: 710 James Robertson Parkway, Andrew Johnson Building, 2nd floor, Nashville, TN 37243
File Arrangement: Numeric
Media Format Generated: Paper
Media Format Stored: Paper: Other
Date Range: 2014-current
Annual Accumulation: 6 cu ft
Current Volume: 11 cu ft
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 3
Past Year: 6
2 - 5 Years: 11
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: FALSE
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: 68-3-505
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 68-3-209, 68-3-505
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: 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: 34320
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-08-2016 Please provide more information in abstract and disposition. Please clarify if these reports are a published and if a copy is being sent to Library & Archives? Is data separated from the actual report? If these reports are published, are they confidential? 10/3/16 - Records Officer provided information. RDA updated.
Tennessee State Libary and Archives: 09-08-2016 TSLA concurs in RMD comments.
Comptroller Audit Review: 2016-09-08 Audit concurs with RMD comments.
Agency: 10-03-2016 Agree, and provided information to Records Management. Thank you.
RMD Director Recomendations: 10-12-2016 RDA 378 is a request to revise an RDA. The retention period will change from one year to five years and destroy. The format will remain paper. The Title, Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 378.
Signed Form Received: 2016-10-12
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 378
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
24 378 2016-11-03 Approved