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Patient Liability Collections

RDA Number
Effective Date
Record Series Abstract
Records includes but is not limited to Correspondence to Rep Payee, eligibility determination forms, copies of checks relating to fiscal/collections.
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are generated and stored in paper and electronic formats. Paper records are stored in file cabinets at 315 Deaderick Street, 8th Floor, UBS Tower, Nashville, TN 37243. Electronic records are stored on DIDD shared drive. Records are to be destroyed by state approved methods at the end of the retention period.
Allotment Code
Record Location
315 Deaderick Street, 8th Floor, UBS Tower, Nashville, TN 37243
File Arrangement
Apha by last name
Date Range
Annual Accumulation
1/2 cubic foot - paper 10 MG Electronic
Current Volume
10 cubic feet - paper 283 MG Electronic
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Duplicate
Essential Record Stored
Paper records are stored in file cabinets and essential electronic records are stored on DIDD Shared Drive (H Fiscal Group)
Essential Record Media Type
Confidential Legal Citation
HIPAA 45 CFR Part 164
Does this Record Series Contain Sensitive Information?
System Name
Shared Network Storage Records are stored in the State of Tennesse Data Centers
IT-ABC Number
Hardware Description
Windows Servers 2012 R2
Software Description
MS Applications
System Location
Nashville Data Center, Capitol Complex Services Center (CCSC), 901 5th Avenue North, Nashville, TN 37243
Backup Procedures
Replication across data centers, complete weekly file backup.
Disaster Recovery
3 months on site, 7 years Stone Mountain
Data Migration Description
Data is stored as 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.
Legacy Revision UUID