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Tort Claims

RDA Number
Effective Date
Record Series Abstract
Records consist of files used by the Division of Claims Administration to determine the compensability of general liability, auto liability, malpractice, and employee property damage claims. Documents include, but are not limited to: claim forms, incident reports, medical documentation, medical invoices, and photographs.
Record Series Active
Cut Off at End of
If Other, Explain
Files are cut off when claims decision is final.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Incoming records are scanned and paper files destroyed after verified for accuracy. Electronic copies are held for 10 years in an agency database, and then destroyed by state approved methods.
Record Location
Andrew Jackson Building, 15th floor
File Arrangement
alpha and numeric
Date Range
1990s to current
Annual Accumulation
2 Gigabyte electronic
Current Volume
10 Gigabyte electronic
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
essential record is held electronically in agency database
Essential Record Media Type
Confidential Legal Citation
TCA 4-4-125 (Dissemination of social security numbers); TCA 10-7-504 (Confidential records -- exceptions)
Does this Record Series Contain Sensitive Information?
Agency Retention
10 years
Records Center Retention Period
System Name
Hardware Description
Gemini is a client side application. The Database is in Oracle 10g and resides in the OIR Shared Oracle environment.
Software Description
OIR Shared Oracle 11g environment
System Location
OIR Data Center South Oracle Shared environment
Backup Procedures
OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR's South Data Center is to mirror the information at OIR's North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766
Disaster Recovery
OIR conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the OIR's North Data Center for both operations and data. If both OIR's South Data Center and OIR's North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated.
Data Migration Description
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Treasury Records Officer and the Treasury IT Staff. In the event of system upgrade or replacements, plans will be created and executed to migrate all data and documents to the new platform.
Legacy Revision UUID