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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11317
Database ID: 2485
Record Series Title: Health Insurance Portability and Accountability Act Limited Records Set without Protected Health Information content
Record Series Abstract: Records consist of Protected Health Information (PHI) loss worksheets, Regional Health Insurance Portability and Accountability Act (HIPAA) inquiries, Release/Request of PHI
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: Records are received electronically and maintained in paper and electronic format until end of retention time and are destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2493
Record Location: H Drive and hard copies in Office of General Counsel 400 Deaderick Street, 10th Floor, Nashville, TN 37243
File Arrangement: Chronological by month and year
Media Format Generated: Electronic
Media Format Stored: Paper/Electronic
Date Range: 2004-current
Annual Accumulation: paper less than 1 CF Electronic less than 2 MB
Current Volume: 5 CF 10 MB
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 5
Past Year: 2
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: Yes
If Shared, List Agencies: US Department of Health & Human Services 200 Independence Avenue SW Washington, DC 20201 https://www.hhs.gov/hipaa/for-professionals/breach-notification/index.html
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active: 5
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Shared File Servers
IT-ABC Number: N/A
Hardware Description: Virtual Server housed in the State Data Center
Software Description: Windows 2012 R2
System Location: State Data Center
Backup Procedures: Data is replicated across data centers along with nightly backups to disk which is kept for 30 days then written tot he cloud storage tier for up to 7 years.
Disaster Recovery: Restore from appropriate backup is requested for ad-hoc file and folder situations; full DR procedures are maintained by the State Data Center.
Data Migration Description: STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
Metadata Description: The metadata varies by file type but includes items such as file name, modified date and author.
Contact Information
Contact Name: Simone Cuarino
Job Title: HIPAA and Records Officer
Address 1: 400 Deaderick Street
Address 2: 10th Floor
City: Nashville
Zip: 37243
Phone: 615-532-6511
Email: simone.cuarino@tn.gov
Agency: Dept. of Intellectual & Developmental Disabilities
Agency Head: Debra K. Payne, Commissioner
Director: Jordan Allen, Deputy Commissioner
Allotment Code: 344.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-03-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 11317 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-08-2018 Thank you!
RMD Director Recomendations: 10-11-2018 RDA 11317 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11317.
Signed Form Received: 2018-10-10
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 11317.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2485 11317 2018-10-30 Approved