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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2193
Database ID: 665
Record Series Title: ACADEMY CLINIC INHOUSE ENCOUNTER & MEDICATION LOGS
Record Series Abstract: Record series includes but is not limited to: student and employee in house forms used to record encounters and medication dispensed.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated and maintained in paper format. Records are cut off at the end of the fiscal year and maintained in agency for 5 years. Records are then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 665
Record Location: TDOC
File Arrangement: By Date
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 2015 - current
Annual Accumulation: .125 Cubic Ft
Current Volume: .5 Cubic Ft
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 6
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: HIPA
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 4 Years
Records Center Retention Period: years
Final Disposition after Retention Expires: Destroy
Legal Citation: HIPA
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: Joyce O. Carmichael
Job Title: Director Records Management
Address 1: 320 6th Avenue North
Address 2:
City: Nashville
Zip: 37243
Phone: 615-253-8012
Email: joyce.carmichael@tn.gov
Agency: Dept. of Correction
Agency Head: TONY PARKER COMMISSIONER
Director: Julian P. Davis
Allotment Code: 32901
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 2193 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-03-2018 TDOC Concurs
RMD Director Recomendations: 10-12-2018 RDA 2193 is a request to revise an RDA. The retention period will change from four years to five years and destroy. The format will be paper. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2193.
Signed Form Received: 2018-10-11
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 2193.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
665 2193 2018-10-30 Approved