An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2996
Effective Date
Record Series Abstract
RECORDS RELATED TO THE EXAMINATION AND ONGOING MONITORING OF A TENNCARE MANAGED CARE COMPANY'S (MCC'S) FINANCIAL POSITION AND RECORDS INCLUDE, BUT ARE NOT LIMITED TO, ELECTRONIC DATA FILES FROM MCCS, TRIAL BALANCES AND GENERAL LEDGERS, TENNCARE CLAIMS PAYMENT INFORMATION, INTERNAL CONTROL QUESTIONNAIRES, INFORMATION PLACED ON EXCEL SPREAD SHEETS OR ENTERED INTO ACCESS DATABASES, AND PROVIDER NETWORK ADEQUACY REVIEWS.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
RECORDS ARE GENERATED IN BOTH ELECTRONIC AND PAPER FORMAT. ELECTONIC FILES SHOULD BE VERIFIED FOR COMPLETENESS AND ACCURACY. PAPER RECORDS ARE TO BE MAINTAINED IN AGENCY 2 YEARS; THEN TRANSFERRED TO THE STATE RECORDS CENTER; HELD FOR 4 YEARS; THEN DESTROYED BY STATE APPROVED METHODS. ELECTRONIC FILES ARE MAINTAINED IN AGENCY FOR 6 YEARS.
Worksheet
Record Location
500 JAMES ROBERTSON PKWY, NASHVILLE, TN 37243
File Arrangement
ABACUS MATTER FILE NAME/MATTER NUMBER
Date Range
to
Allotment Code
335.04
Annual Accumulation
2 cubic ft, 15 GB ELECTRONIC
Current Volume
240 GB ELECTRONIC/15 CU. FT PAPER
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCAs 56-32-125, 56-32-135, 56-51-150, and 71-5-142
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6
Records Center Retention Period
4
Retention Legal Citation
TCAs 56-32-125, 56-32-135, 56-51-150, and 71-5-142
Electronic Records Plan Inventory
System Name
ABACUSLAW CLOUD
Hardware Description
THE DATA IS STORED ON A VM CLOUD ENVIRONMENT.
Software Description
THE DATA IS STORED ON A VM CLOUD ENVIRONMENT.
System Location
LAS VEGAS, NEVADA
Backup Procedures
A SNAP-SHOT IS TAKEN NIGHTLY THAT INCLUDES THE ABACUS APPLICATION AND DATA
Disaster Recovery
RESTORE FROM MOST RECENT GOOD SNAP-SHOT.
Data Migration Description
THE DATA WAS COPIED FROM THE STATE SHARED DRIVE TO AN ENCRYPTED EXTERNAL DRIVE AND THEN SHIPPED TO THE VENDOR TO HAVE THE DATA LOADED IN THE CLOUD ENVIRONMENT.
RDA Comments
Records Management Division (RMD)
09-27-2018
No recommended changes.
Tennessee State Library and Archives
09-28-2018
No recommended changes.
Comptroller Audit Review
09-27-2018
We have reviewed RDA 2996 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-28-2018
Agency concurs with no recommended changes.
RMD Director
10-02-2018
RDA 2996 is a request to revise an RDA. The retention period will change from ten years to six years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2996.
Public Records Commission
10-30-2018
PRC approves RDA 2996.