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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2140
Database ID: 624
Record Series Title: Closed Medical Facility Patient Records
Record Series Abstract: Records include but not limited to; Medical Histories, Diagnosis, Reports, Facility Stays Daily Records, Lab Reports, Treatment Records
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon Closure Of Medical Facility
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The Files Are To Be Cut Off Upon Closure Of Medical Facility. Transfer to State Record Center; Hold 20 Year(S) Then Destroy by State Approved Methods
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 624
Record Location: VRC 1714 Elm Hill Pike
File Arrangement: alpha
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 1980 - Current
Annual Accumulation: 15 cu ft - 100 cu ft
Current Volume: 1875 cu ft
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 1
2 - 5 Years: 1
Over 5 Years: 1
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: TCA 63-2-101 & TCA 10-7-504
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 20
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. 68-11-305(a) 1 & 2 TCA 10-7-504
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:
City: Nashville
Zip: 37243
Phone: 615-253-4084
Email: Lois.Holt-Cooper@tn.gov
Agency: Dept. of Health
Agency Head: Commissioner Lisa Piercey, MD, MBA, FAAP
Director:
Allotment Code: 343.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-27-2018 No recommended changes.
Tennessee State Libary and Archives: 09-28-2018 No recommended changes.
Comptroller Audit Review: 2018-09-27 We have reviewed RDA 2140 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-01-2018 Thank you.
RMD Director Recomendations: 03-25-2019 RDA 2140 is a request to revise an RDA. The retention period will remain twenty years and destroy. The format will remain paper. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2140.
Signed Form Received: 2019-02-25
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 2140.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
624 2140 2019-05-22 Approved