An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11265
Effective Date
Record Series Abstract
This record series includes but is not limited to Financial Change Request documents, Lock box certificates and deposits provided by the bank that contain detailed information of the checks and support that are sent in by the TennCare customers each day, and data and documents relating to monthly Accounting Reports
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Data files are cut off at the end of each Fiscal Year, maintained for ten years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions approved software and server environment. Reports generated in the State's Edison system are kept in the system for 90 days and then deleted. The data used to generate the reports is kept for 10 years.
Worksheet
Record Location
310 Great Circle Road 4th floor east in the fiscal file. Cds of Lockbox deposit are stored in employees workstation. Electronic files are located in Edison (located on STS server) and Maximus systems (located on a mainframe at STS)
File Arrangement
alpha/numeric
Media Format Generated
Both
Date Range
2013-current:
Agency
Allotment Code
31865
Annual Accumulation
2 gigabytes
Current Volume
1 Cu Ft 3 gigabytes
Record Value
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 YEARS
Retention Legal Citation
45 CFR 155.1210 42 CFR 431.17
Electronic Records Plan Inventory
System Name
Edison/PeopleSoft and Maximus
Hardware Description
Edison/PeopleSoft and Financial Change Request system is a Maximus system. Both maintained on STS hardware
Software Description
Edison/PeopleSoft and Maximus-Maximus is written specifically for TennCare
System Location
Edison located on STS server: Maximus located on STS mainframe
Backup Procedures
Edison backup procedures under the purview of STS: Maximus backup procedures under purview of STS
Disaster Recovery
STS for Edison and Maximus- located on a mainframe at STS
Data Migration Description
STS is responsible for data migration for both Edison and Maximus
RDA Comments
Records Management Division (RMD)
03-08-2018
No recommended changes
Tennessee State Library and Archives
03-08-2018
No recommended changes
Comptroller Audit Review
03-09-2018
We have reviewed RDA 11265 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-09-2018
Agency concurs
RMD Director
03-15-2018
RDA 11265 is a request for a new RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11265.
Public Records Commission
04-25-2018
PRC approves RDA 11265.