An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2045
Effective Date
Record Series Abstract
These records include appeals files for various Division of TennCare departments. The records series includes but is not limited to all documents filed from the start of the appeal including anything filed with the notice of hearing, pleadings, exhibits, opinions and correspondence connected with the appeal. These records include appeals for Medical Records and or Services, Eligibility appeals, Pre-Admission Evaluation appeals, Nursing facility discharge appeals, Financial Receipts, Correspondence, ETC., regarding TennCare Enrollee appeals.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year in which appeal is closed
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are cut off at the end of the calendar year in which the appeal is closed. Records may be maintained in either paper or electronic format as long as the electronic file has been verified for completeness and accuracy. Records maintained in paper format will be stored for 5 years on site or as room allows, then sent to State Records Center for the remainder of their retention. Paper copies that are routinely scanned into an electronic database will be destroyed after scan quality is verified. All electronic information will be deleted from the respective system at the end of the retention period.
Worksheet
Record Location
Division of TennCare will store these records at 227 French Landing and 310 Great Circle Road Nashville, TN.37243. Files may be stored at State approved Records storage vendor. North and South Data Centers, Iron Mountain
File Arrangement
Case Number
Media Format Generated
Both
Date Range
1988 - current
Agency
Allotment Code
31865
Annual Accumulation
60 cu. ft. 180 MB
Current Volume
300 cu. ft. 900 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
court system and advocacy groups
Essential Record
Yes - Original
Essential Record Stored
310 Great Circle Road. 227 French Landing Richards and Richards North and South Data Centers
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
45 CFR 164.502
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 year
Records Center Retention Period
5 years
Retention Legal Citation
TCA 4-5-319, 45 CFR 15.1210
Electronic Records Plan Inventory
System Name
VMWARE server. Virtual Server. Physical Server
Hardware Description
(TPAS) LTSS on a VMWARE server in the North Data Center. (TEDS)Production hardware in the South Data Center. The environment is a combination of virtual and physical hardware. (ProLaw)Physical Server in the TennCare Data Center
Software Description
(TPAS)LTSS installed on a virtual server in the North Data Center (TEDS)A combination of virtual and physical hardware in the North Data Center (ProLaw)software installed on the desktop and Database server
System Location
(TPAS) nothing on a shared drive on a physical server virtual server in the North Data Center. (TEDS)Nothing on a shared drive. All data is stored on a G400 Hitachi SAN. (ProLaw) Located on a physical server in the TennCare Data Center
Backup Procedures
(TPAS) STS maintains all backup plans for this hardware (contact is David Beachboard at STS) (TEDS) All data is replicated between two G400 Hitachi in the South Data Center. (ProLaw)DXC performs all backups and tapes are sent to Iron Mountain on a weekly basis
Disaster Recovery
(TPAS) plan is just to restore from tape to a new virtual server. (TEDS)All data is replicated between 2 G400 Hitachi SANA.in South Data Center: failover in the North Data Center with dedicated hardware. (ProLaw) Included in the Member Services Plan under Don Sharp
Data Migration Description
Data is migrated as needed to the appropriate data repository
RDA Comments
Records Management Division (RMD)
06-28-2018
No recommended changes.
Tennessee State Library and Archives
06-28-2018
No recommended changes.
Comptroller Audit Review
07-02-2018
We have reviewed RDA 1045 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-11-2018
Agency Concurs
RMD Director
08-10-2018
RDA 2045 is a request to revise an RDA. The retention period will change from one year and destroy to ten years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2045.
Public Records Commission
10-30-2018
PRC approves RDA 2045.