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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2305
Database ID: 755
Record Series Title: PATIENT MEDICAL RECORD
Record Series Abstract: RECORDS INCLUDE BUT NOT LIMITED TO: admission & preadmission documents, medical care, mental health treatment, discharge summary, aftercare services, death certificate, escape reports, Order for Judicial Commitment.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Patient Discharge/age of majority (18 years old).
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: CUT OFF AT THE END OF EACH PATIENT'S DISCHARGE/AGE OF MAJORITY (18 years old) THEN, MAINTAIN IN AGENCY 5 YEARS; THEN TRANSFER TO STATE RECORDS CENTER; HOLD 5 YEARS; THEN DESTROY BY STATE APPROVED METHODS.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 755
Record Location: Each Facility\\\'s Central/Medical Records Department; Order for Judicial Commitment will be held in LEGAL Counsel\\\'s Office AT 500 DEADERICK ST, ANDREW JACKSON BLDG., 5th floor, NASHVILLE, TN 37243.
File Arrangement: Numerical
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1944 to current
Annual Accumulation: 3875 cu ft
Current Volume: 19,379 cu ft
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 475
Past Year: 350
2 - 5 Years: 150
Over 5 Years: 70
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies: N/A
Essential Record: Yes - Original
Essential Record Stored: MIDDLE TN MENTAL HEALTH INSTITUTE-DONELSON WESTERN MENTAL HEALTH INSTITUTE-BOLIVAR MOCCASIN BEND MENTAL HEALTH INSTITUTE-CHATTANOOGA MEMPHIS MENTAL HEALTH INSTITUTE-MEMPHIS RICHARDS&RICHARDS-NASHVILLE
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: T.C.A. 10-7-504 TDMH&SAS Policies & Procedures HIPAA 04-7-3.1 and HIPAA 04-10-4.7.3
Media Recommendation: Current Format
Media Recommendation Other: N/A
Agency Retention: 5 YEARS
Agency Retention - Years Active: 4 YEARS
Agency Retention - Years Inactive: 1 YEARS
Records Center Retention Period: 5 YEARS
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 68-11-305;TCA 33-3-101;TCA 10-7-504
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: N/A
IT-ABC Number: N/A
Hardware Description: N/A
Software Description: N/A
System Location: N/A
Backup Procedures: N/A
Disaster Recovery: N/A
Data Migration Description: N/A
Metadata Description: N/A
Contact Information
Contact Name: CATHY BENHAMED
Job Title: ADMINISTRATIVE SERVICES ASSISTANT 3
Address 1: 500 DEADERICK ST
Address 2: ANDREW JACKSON BLDG., 6th floor
City: NASHVILLE
Zip: 37243
Phone: 6155326623
Email: cathy.benhamed@tn.gov
Agency: Dept. of Mental Health
Agency Head: COMMISSIONER DOUG VARNEY
Director: JAY OZIMINSKI
Allotment Code: 339
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-04-2016 No recommended changes
Tennessee State Libary and Archives: 08-04-2016 No recommended changes.
Comptroller Audit Review: 2016-08-04 We have reviewed RDA 2305 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-08-2016 Thank you.
RMD Director Recomendations: 08-15-2016 RDA 2305 is a request to revise an RDA. The retention period will remain ten years. The format will remain paper. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2305.
Signed Form Received: 2016-08-12
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 2305.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
755 2305 2016-11-03 Approved
2323 2305 2018-04-25 Approved
2373 2305 0000-00-00 Pending