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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11282
Database ID: 2405
Record Series Title: Referrals from Prison, Hospitals and Community Providers
Record Series Abstract: Records include but are not limited to: court orders, affidavits, intake reports, evaluations and old records from Mental Health Agencies. Documentation utilized for the admission of patients/clients referred to the agency by Prisons, Hospitals, and Community Providers. Including form titles: RMHI 301(A)Forensic Team Meeting Staff Conference progress Note and Forensic Discharge Summary.Conference progress Note and Forensic Discharge Summary.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Calendar year of referral
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain for five years after calendar year of referral and then destroy. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2406
Record Location: At each of the Regional Mental Health Institutes: Middle MHI - 221 Stewarts Ferry Pk, Nashville, TN 37214. Western MHI – 11100 Hwy 64, Bolivar, TN 38008. Moccasin Bend MHI – 100 Moccasin Bend Rd, Chattanooga, TN 37405. Memphis MHI – 951 Court Ave, Memphis, TN 38103.
File Arrangement: Alphabetical
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2003 - current
Annual Accumulation: 16 cu. ft. 1 gigabyte
Current Volume: 74 cu. ft. 2 gigabytes
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 12
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Duplicate
Essential Record Stored: Regional Mental Health Institutes @ Nashville, Chattanooga, Bolivar and Memphis.
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: T.C.A. 33-3-103
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 4
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
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 5 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.
Contact Information
Contact Name: Cathy Benhamed
Job Title: Procurement Officer 2
Address 1: 500 DEADERICK ST
Address 2:
City: NASHVILLE
Zip: 37243
Phone: 615-532-6623
Email: cathy.benhamed@tn.gov
Agency: Dept. of Mental Health
Agency Head: Marie Williams
Director: Jay Oziminski
Allotment Code: 339
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-29-2018 Record series title and abstract do not coincide. Recommend cut off not be calendar year but more specific to the record series. Missing Audit Requirements. Sample on RDA lists RDA 2305. Please confirm if these records are kept in RDA 2305. Recommend retention period be longer, please justify 5 year retention period.
Tennessee State Libary and Archives: 03-29-2018 TSLA concurs in RMD comments.
Comptroller Audit Review: 2018-03-29 Audit concurs with RMD comments.
Agency: 04-02-2018 We concur. The Referrals from Prison, Hospitals and Community Providers consist of court orders, affidavits, intake reports, evaluations and old records from mental health agencies. The files are to be cut off at the end of each calendar year. Are records subject to fiscal audit? No These records are not kept in RDA 2305. Maintain in agency 5 years. Justification: Files are no longer needed as they are duplicate records.
RMD Director Recomendations: 04-03-2018 RDA 11282 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Part of the file is pulled out of RDA 2305, as a copy, but then kept in the Forensic Services Division for their work product. Recommend approval of the request to create RDA 11282 with the following changes: Records Series Abstract: Records include but are not limited to: court orders, affidavits, intake reports, evaluations and old records from Mental Health Agencies. Documentation utilized for the admission of patients/clients referred to the agency by Prisons, Hospitals, and Community Providers. Including form titles: RMHI 301(A)Forensic Team Meeting Staff Conference progress Note and Forensic Discharge Summary. Cut Off: Calendar Year of Referral Disposition Notes: Maintain for five years after calendar year of referral and then destroy. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy. Audit Requirements: State Confidential: Yes Confidential Legal Citation: T.C.A. 33-3-103 (Agency agreed to Director Recommendations on 4/6/2018)
Signed Form Received: 2018-04-03
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 11282 with following changes: Records Series Abstract: Records include but are not limited to: court orders, affidavits, intake reports, evaluations and old records from Mental Health Agencies. Documentation utilized for the admission of patients/clients referred to the agency by Prisons, Hospitals, and Community Providers. Including form titles: RMHI 301(A)Forensic Team Meeting Staff Conference progress Note and Forensic Discharge Summary. Cut Off: Calendar Year of Referral Disposition Notes: Maintain for five years after calendar year of referral and then destroy. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy. Audit Requirements: State Confidential: Yes Confidential Legal Citation: T.C.A. 33-3-103 (Agency agreed to Director Recommendations on 4/6/2018)
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
2405 11282 2018-04-25 Approved with Changes