An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1047
Effective Date
Record Series Abstract
This record series includes Long Term Services and Support (LTSS) project flies utilized by the Quality Accountability and Innovation and Operations teams. The files include Long Term Services and Support programmatic project notes, Long Term Services and Support programmatic audit materials (not containing protected member data), records pertaining to Quality Improvements in Long-Term Services and Supports (QuiLTSS), records utilized for Formstack, and records related to Long Term Services and Supports Reports and Surveys
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cutoff for Long Term Services and Supports records in this record series is at the conclusion of the specific project (as determined by project lead).
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Long Term Services and Supports (LTSS) records are largely generated based on programmatic needs and requirements. Records are maintained in electronic or paper format. Once electronic records are verified as accurate, paper records are destroyed. Once the retention period is complete, records are thoroughly reviewed a final time by Long Term Services and Supports records stewards. If deemed appropriate for destruction, Long Term Services and Support records stewards submit a request for destruction of records to TennCare's Project Management Office. Once the request is approved, the records are destroyed.
Worksheet
Record Location
310 Great Circle Road 2rd Floor (East) file storage rooms Nashville TN. 37243, Richards and Richards off-site storage
File Arrangement
Alphabetical
Media Format Generated
Both
Date Range
2001 to current
Agency
Allotment Code
31865
Annual Accumulation
55 cubic foot/paper 63.7 GB/electronic
Current Volume
197 cubic foot/paper 565.497 GB/electronic
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Centers for Medicare and Medicaid Services
Essential Record
No
Essential Record Stored
Not applicable
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
CFR 42-431.306
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
As determined by agency space constraints up to 10 years after retention period begins
Retention Legal Citation
Rules and Regs. 1200-13-1-.01 et al.
Electronic Records Plan Inventory
System Name
TennCare Pre-Admission Evaluation System (TPAES) Tennessee Medical Eligibility Determination System (TMED) SharePoint L:Drive
Hardware Description
Production servers in the North and South Data centers on a combination of virtual and physical Cisco ACI servers and or VMware server. Along with a G400 Hitachi SAN
Software Description
TennCare Pre-Admission Evaluation System(TPAES) installed on a virtual server in the North Data Center, Tennessee Eligibility Determination System(TEDS)installed on a combination of virtual and physical Cisco ACI servers.
System Location
TennCare Pre-Admission Evaluation System(TPAES) North Data Center. Tennessee Eligibility Determination System(TEDS) North Data Center (SharePoint) (L Drive) (F Drive) (TMED)
Backup Procedures
TennCare Pre-Admission Evaluation System(TPAES) STS maintains all backup plans for this hardware. Tennessee Eligibility Determination System(TEDS) all data is replicated between two G400 Hitachi SANS
Disaster Recovery
TennCare Pre-Admission Evaluation System(TPAES) restore from tape to a new virtual server. Tennessee Eligibility Determination System(TEDS) Production in the South Data Center with companion failover hardware in the North Data Center.
Data Migration Description
TennCare Pre-Admission Evaluation System(TPAES) If the need for data migration arises, it will be done by STS server administrators with assistance of DXC application administrators Tennessee Eligibility Determination System(TEDS)will go live in Fall 2019 No Data in production yet. If the need for data migration arises, it will be done by STS server administrators with assistance of Delloitte application administrators.
RDA Comments
Records Management Division (RMD)
08-23-2018
No recommended changes.
Tennessee State Library and Archives
08-23-2018
No recommended changes.
Comptroller Audit Review
08-24-2018
We have reviewed RDA 1047 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-30-2018
Agency Concurs
RMD Director
09-18-2018
RDA 1047 is a request to revise an RDA. The retention period will change from three years to ten years and destroy. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1047.
Public Records Commission
10-30-2018
PRC approves RDA 1047.