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Applicant/Enrollee, Service requests, Eligibility Applications and PAE correspondence

RDA Number
Effective Date
Record Series Abstract
These records include files for various HCFA departments. The records sets include all documents received/sent by the Bureau on any matter requiring Bureau action involving applicants/enrollees including but not limited to requests for services, applications for eligibility and PAE requests. Records covered by this RDA end with the commencement of an appeal. See 2045 for RDA covering records used after appeal is begun.
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are kept cut off at the end of each Fiscal Year and kept for seven years. Paper records may be converted to electronic. Once verified for completeness and accuracy, paper records may be destroyed and electronic version kept for remainder of retention period. Once a record is appealed it falls under RDA 2045. Records may be transferred to State Records Center for storage as needed after cut off.
Record Location
310 Great Circle Nashville, TN 37243
File Arrangement
Date Range
1990 to current
Annual Accumulation
30 cu ft. .5 GB
Current Volume
300 cu ft. 2 GB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Federal agencies as required
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
7 years
Hardware Description
Shared server environment at STS\'s Data Center South.
Software Description
SQL Database
System Location
STS Data Center South, Smyrna, TN
Backup Procedures
Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility.
Disaster Recovery
The application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Recovery in a disaster could take between one (1) to three (3) weeks.
Data Migration Description
The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators.
Legacy Revision UUID