Core Data
RDA Number
11309
Effective Date
Mon, 10/20/2025
Record Series Abstract
PASRR Evaluation forms, Pre Admission Evaluations (PAEs), IQ test results and other medical evaluations are submitted for review to determine if a person qualifies for nursing facility services.
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
All PASRR Summary of Findings are received electronically and maintained for 6 years in the Ascend Maximus PASRR Database. Paper records are referrals received pertaining to PASRR.
Worksheet
Record Location
TennCare and State Contractor Ascend/Maximus
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2005-current
Allotment Code
344.01
Annual Accumulation
1 paper cubic feet - paper
1 electronic gigabyte - electronic
1 electronic gigabyte - electronic
Current Volume
12 paper cubic feet - paper
Approx. 12 electronic gigabytes - electronic
Approx. 12 electronic gigabytes - electronic
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Centers for Medicare and Medicaid Services (CMS)
7500 Security Boulevard
Baltimore, MD 21244
7500 Security Boulevard
Baltimore, MD 21244
Essential Record
No
Confidential
Yes
Confidential Legal Citation
45 C.F.R. Parts 160 & 164
T.C.A. 33-3-103
T.C.A. 52-3-103
T.C.A. 33-3-103
T.C.A. 52-3-103
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Records Center Retention Period
0
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
Ascend/Maximus PASRR database, TennCare T-MED database, TennCare OCCP database
Hardware Description
Server Windows 2012 R2
Software Description
Microsoft Office Applications
System Location
State of Tennessee Data Center Capitol Complex Services Center CCSC
Backup Procedures
Application Across Data Centers Complete Weekly File Backups
Disaster Recovery
3 months on site - 7 years Iron Mountain
Data Migration Description
Data is stored as a 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 restore processes or by standard ETC Processes, or files can be copied or moved by an individual user through normal Windows features.
RDA Comments
Records Management Division (RMD)
Fri, 09/19/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11309 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Thu, 09/25/2025
RDA 11309 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, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11309.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11309
