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Patient Liability Collections

RDA Number
11348
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
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
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.
Record Location
315 Deaderick Street, 8th Floor, UBS Tower, Nashville, TN 37243
File Arrangement
Apha by last name
Media Format Generated
Both
Date Range
2008-current
Allotment Code
344.01
Annual Accumulation
1/2 cubic foot - paper 10 MG Electronic
Current Volume
10 cubic feet - paper 283 MG Electronic
Record Value
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
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
Electronic
Confidential
No
Confidential Legal Citation
HIPAA 45 CFR Part 164
Does this Record Series Contain Sensitive Information?
No
System Name
Shared Network Storage Records are stored in the State of Tennesse Data Centers
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.
Records Management Division (RMD)
04-24-2019
No recommended changes.
Tennessee State Library and Archives
04-25-2019
No recommended changes.
Comptroller Audit Review
04-25-2019
We have reviewed RDA 11348 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-29-2019
Thank you!
RMD Director
04-30-2019
RDA 11348 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11348.
Public Records Commission
05-22-2019
PRC approves RDA 11348