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TENNCARE PROVIDER APPLICATIONS AND RELATED INFORMATION

RDA Number
2047
Effective Date
Record Series Abstract
Information submitted to Health Care Finance & Administration in order that the provider be registered under any of the Health Care Financal Administration health care programs. Information is received either electronically through a web portal or in paper form.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The start date for the 6 year period will be the latter of the day the application is approved by TennCare or the date that the provider has registered via the web based provider portal.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records in paper form will be retained for 6 years. Paper records will be maintained at the agency for 1 year, then transferred to State Records Center for a period of 5 years, then destroyed by State approved methods. Records received via the web based portal,stored in the PDMS,then transmitted to InterChange will be retained for 6 years. The 6 year period will begin on the date that the completed application is approved by TennCare.* The 6 year time period is required as there is a 6 year statute of limitations for False Claims Act Cases. * The software supporting the Provider electronic registration program is being custom built for TennCare. It currently does not have the capability to notify users when a record needs to be deleted due to the expiration of the applicable RDA time period. HCFA anticipates having the contractor build this capability into the system in 2016.
Allotment Code
31865
Record Location
Tenncare, 310 Great Cr. Rd. Nashville, Tn. Provider Services 2 West. And Richards and Richards
File Arrangement
Alpha
Date Range
1992-2013 (file kept in paper format) as of 2013-current (new files are electronic and some paper)
Annual Accumulation
100 cu. ft. 2TB
Current Volume
816 cu. ft 54 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
310 Great Circle Road Nashville TN 37228 Richards and Richards
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
After cut off, maintain paper records in agency 1 year. Then transfer to the Records Center for 5 years and destroy by State approved methods. Electronic records will be maintained on State servers.The software supporting the Provider electronic registration program is being custom built for TennCare. It currently does not have the capability to notify users when a record needs to be deleted due to the expiration of the applicable RDA time period. HCFA anticipates having the contractor build this capability into the system in 2016.
Records Center Retention Period
5 years
Record Sample PDF
System Name
Interchange
IT-ABC Number
DC57-2007-LP-001
Hardware Description
The System platform consist of two Oracle/SUN M8000 servers divided into multiple domains that support the Interchange environment. The system is a client/server application running an Oracle database. The data is stored on a Hitachi SAN in the Oracle Database
Software Description
The software is a custom application written by HP utilizing an Oracle database to store the data
System Location
The physical location of the system is at the State Data Center operated by the Office for Information Resources here at the State.
Backup Procedures
The data is stored on two Data Domain DDR appliances. In addition to the DDR storage the data is also written daily to LTO4 data tapes on an L700 Sun Tape Library. The tapes are moved off site daily to an Iron Mountain facility
Disaster Recovery
During normal operations the system would be restored utilizing the Netbackup catalog and tape. The last full backup would be restored and then RMAN would read in the redo logs to bring the database up to the last point in time. If the location was breached the system would be recovered at the companion State Data Center via block level replication at the SAN level between the two facilities
Data Migration Description
TennCare has the capability to migrate data via three different types of technology:the Data Domain Appliance,LTO4 tape or block level replication to another SAN.
Legacy Revision UUID
550