An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11100
Effective Date
Record Series Abstract
Record series contains workers' compensation claim documents for state employees. Files include, but are not limited to: first notices of loss or first reports of injury, medical records, medical bills, letters of denial or approval, and correspondence between medical providers and the third party program administrator. Record series also contains pre-claim documentation where no claim is filed (incident only).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off at the closure of claim.
Total Retention Years
30
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
All documents and data are maintained electronically by a third party program administrator. Electronic documents are held for 30 years, and then destroyed by state approved methods and data is maintained permanently.
Worksheet
Record Location
Andrew Jackson Building, 14th floor
File Arrangement
Alpha and numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Date Range
1980s to Current
Agency
Allotment Code
309
Annual Accumulation
Records stored electronically and held by the third party program administrator; Treasury department has access to the database.
Current Volume
Records stored electronically and held by the third party program administrator; Treasury department has access to the database.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Essential record stored electronically and held by the third party program administrator; Treasury department has access to the database
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504 (Confidential records -- exceptions)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
30 years
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
System meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Hardware Description
System Hardware meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Software Description
System Software meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Backup Procedures
System Backup Procedures meet or exceed STS requirements. Information not publicly listed due to security reasons.
Disaster Recovery
System Disaster Recovery meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Data Migration Description
System Data Migration meets or exceeds STS requirements. Information not publicly listed due to security reasons.
RDA Comments
Records Management Division (RMD)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
04-05-2022
No recommended changes.
Comptroller Audit Review
04-04-2022
We have reviewed RDA 11100 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2022
Agency concurs with recommendations.
RMD Director
04-11-2022
RDA 11100 is a request to revise an RDA. The retention period will change from thirty years and destroy to permanent. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11100.
Public Records Commission
04-25-2022
PRC approves RDA 11100