An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2227
Effective Date
Record Series Abstract
WORK PAPERS FOR INSURANCE COMPANY AND HEALTH MAINTENANCE ORGANIZATION EXAMINATIONS & ANALYSES
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Completion of Examination
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records may be maintained in either paper or electronic format. Records in paper format will be maintained in Agency 10 years, then destroyed by state approved methods. Electronic records will be kept for 10 years in Agency then destroyed by state approved methods. Paper copies of electronic records may be destroyed as long as the electronic file has been verified for completeness and accuracy. Once records have reached the end of their retention, they will be reviewed by the Assistant Commissioner of Insurance. If deemed appropriate for destruction, records will then be destroyed according to state approved methods.
Worksheet
Record Location
Davy Crockett Tower, 500 James Robertson Pkwy., Nashville, TN 37243
File Arrangement
Other, company name and examination date
Date Range
to
Allotment Code
335.02
Annual Accumulation
1-2 cu ft, 2MB
Current Volume
10 cu ft, 5MB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Other State Insurance Departments
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 56-1-411(f) and 56-2-801
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Retention Legal Citation
TCA 56-14-101 et seq, 56-1-401, 408, 409, 410, 411, and 56-32-115.
Electronic Records Plan Inventory
System Name
TEAMMATE
Hardware Description
SQL Database
Software Description
Web Application
System Location
Dallas Fort Worth Data Center, SQL Server
Backup Procedures
Data Backup - TeamCloud operations conducts regular, reliable backups to guard against data loss if something unforeseen occurs. Backup Frequency, Retention, and Restoration - The TeamMate Hosted Software Solution includes daily backups retained for four weeks. All Production SQL databases are backed up nightly and then transferred off-site for safe storage (in the same jurisdiction). All backups are retained for four weeks. Backups are validated at least once per quarter by restoring and validating the databases. Backups are monitored, and TeamCloud Backup administrators receive an email report of any issues. Backup Encryption - All backed-up information is encrypted both in transit and in storage.
Disaster Recovery
Standard Disaster Recovery - All relevant components of the data center operations and the TeamMate Hosted Software Solution are configured in N+1 redundancy, allowing all primary systems to suffer failures without interrupting service to the customer. All systems are designed to provide 99.9% availability to customers using TeamCloud. The TeamCloud does not have a warm or hot standby site. TeamMate will provide all commercially reasonable efforts to restore service. We have an agreement with Vendors that in the unlikely event of a total loss of the primary facility, they will rebuild our infrastructure to an equivalent facility. This will then be rebuilt using the previous night's offsite backups. Disaster recovery (DR) plan is not customer specific and is tested at least once per year. Enhanced Disaster Recovery - More extensive recovery options may be available with custom contract terms.
Data Migration Description
Data Migration is used to create a Data Migration job to move existing data from TeamMate AM to TeamMate+.
RDA Comments
Records Management Division (RMD)
10-04-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 2227 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2018
Agency concurs with no recommended changes.
RMD Director
10-12-2018
RDA 2227 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2227.
Public Records Commission
10-30-2018
PRC approves RDA 2227.