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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW-U13
Database ID: 2439
Record Series Title: Student Medical Records (College/University Statewide)
Record Series Abstract: Documents relating to Student medical records, Student health form, Immunization History, Meningitis form, Hepatitis form, Allergy Injection form, Health disclosure, etc.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Academic Year
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. Maintained in agency for 10 years then destroyed.
View Signed Form: View Form
Worksheet
Worksheet ID: 2437
Record Location: Records officer shall keep documentation of specific location.
File Arrangement: Alpha/Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2010 to current
Annual Accumulation: Agency records officer shall keep documentation of annual accumulation.
Current Volume: Agency records officer shall keep documentation of specific volume.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA). TCA 10-7-504
Media Recommendation:
Media Recommendation Other:
Agency Retention: 10
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: Family Educational Rights and Privacy Act (FERPA),TCA 10-7-504, Health Insurance Portability and Accountability Act (HIPAA)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name.
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location: Agency Records Officer shall document the system location.
Backup Procedures: Backup procedures system shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Metadata Description: File Name, Date Created, File Type, & Date Modified
Contact Information
Contact Name: Records Management
Job Title:
Address 1: 312 Rosa L. Parks Ave.
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-5739
Email: records.management@tn.gov
Agency: Secretary of State
Agency Head:
Director:
Allotment Code:
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-13-2018 No recommended changes.
Tennessee State Library and Archives: 09-20-2018 No recommended changes.
Comptroller Audit Review: 2018-09-13 We have reviewed RDA SW-U13 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-02-2018 Agency concurs, thank you
RMD Director Recommendations: 10-04-2018 RDA SW-U13 is a request to create a new statewide RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW-U13.
Signed Form Received: 2018-10-03
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA SW-U13.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2439 SW-U13 2018-10-30 Approved