An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2978
Effective Date
Record Series Abstract
Records include survey or notes, QA checklist and data collected during surveys, pre-survey documents, cost plans, billing documentation, personnel/training information, other regional data, documentation provided by surveyors or submitted by agency relative to recoupment. Records are those documents associated with an agency's QA survey and all documentation subsequent to that survey up to the next QA survey.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are stored in original paper or electronic format and are to be maintained for a retention period of 6 calendar years. Destruction in accordance with state approved methods occurs at the end of the retention time.
Worksheet
Record Location
QA Regional Offices
East, Middle & West - electronic records maintained on shared network drive
East - paper records: Langley Building, 520 West Summit Hill Drive, Ste. 201, Knoxville, TN 37902
1501 Riverside Dr., Ste. 240, Chattanooga, TN 37406
4850 E. Andrew Johnson Hwy, Greeneville, TN 37744
Middle paper records - 291 Stewarts Ferry Pike, Nashville, TN 37214
West - paper records - 225 Dr. Martin Luther King Jr. Drive, 4th floor, Tower B, Jackson, TN 38301
East, Middle & West - electronic records maintained on shared network drive
East - paper records: Langley Building, 520 West Summit Hill Drive, Ste. 201, Knoxville, TN 37902
1501 Riverside Dr., Ste. 240, Chattanooga, TN 37406
4850 E. Andrew Johnson Hwy, Greeneville, TN 37744
Middle paper records - 291 Stewarts Ferry Pike, Nashville, TN 37214
West - paper records - 225 Dr. Martin Luther King Jr. Drive, 4th floor, Tower B, Jackson, TN 38301
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2018 to current
Allotment Code
344.01
Annual Accumulation
9.25 CF - paper
38.21 GB - electronic
38.21 GB - electronic
Current Volume
85.3 CF
186.53 GB
186.53 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Centers for Medicaid Services (CMS)
Essential Record
Yes - Original
Essential Record Stored
QA Regional Offices
East, Middle & West - electronic records maintained on shared network drive
East - paper records: Langley Building, 520 West Summit Hill Drive, Ste. 201, Knoxville, TN 37902
1501 Riverside Drive, Chattanooga, TN 37406
4850 E. Andrew Johnson Hwy, Greeneville, TN 37744
Middle paper records - 291 Stewarts Ferry Pike, Nashville, TN 37214
West - paper records - 225 Dr. Martin Luther King Jr. Drive, Lowell Thomas State Office Building, 4th floor, Tower B, Jackson, TN 38301
East, Middle & West - electronic records maintained on shared network drive
East - paper records: Langley Building, 520 West Summit Hill Drive, Ste. 201, Knoxville, TN 37902
1501 Riverside Drive, Chattanooga, TN 37406
4850 E. Andrew Johnson Hwy, Greeneville, TN 37744
Middle paper records - 291 Stewarts Ferry Pike, Nashville, TN 37214
West - paper records - 225 Dr. Martin Luther King Jr. Drive, Lowell Thomas State Office Building, 4th floor, Tower B, Jackson, TN 38301
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
T.C.A. 33-3-103, T.C.A. 52-3-103, 45 C.F.R. Parts 160 & 164
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
Shared Network Storage Records are stored in the State of Tennesse Data Centers
Hardware Description
Windows Servers 2012 R2
Software Description
MS Applications
System Location
State of Tennessee Data Centers
Backup Procedures
Replication across Data Centers, Complete Weekly File Backup
Disaster Recovery
3 months on site, 7 years Stone Mountain
Data Migration Description
Data is stored as combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file.
RDA Comments
Records Management Division (RMD)
08-22-2024
No recommended changes.
Tennessee State Library and Archives
08-23-2024
No recommended changes.
Comptroller Audit Review
08-23-2024
We have reviewed RDA 2978 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-26-2024
Thank you!
RMD Director
08-28-2024
RDA 2978 is a request to revise an RDA. The retention period will change from five years and then destroy to six years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2978.
Public Records Commission
09-23-2024
PRC approves RDA 2978.