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Long Term Services and Support Member Files

RDA Number
Effective Date
Record Series Abstract
This records series includes Long Term Services and Support (LTSS) member files utilized by the Quality Accountability & Innovation and Operations teams. The files include Long Term Services and Support Pre-Admission Evaluation (PAE) records, Pre-Admission Screening and Residential Review (PASRR) records, member application records (CHOICES,Employment and Community First CHOICES, 1915(c) Waivers,and Intermediate Care Facilities for Individuals with Intellectual and Developmental Disabilities),member correspondence, member medical records, enrollment records, audit records containing member information, and utilization control records.
Record Series Active
Cut Off at End of
If Other, Explain
Cutoff for Long Term Services and Supports records will be upon death of member or disenrollment of member (whichever occurs first in time).
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Long Term Services and Support (LTSS) records are largely generated based on member needs and requirements. Records are maintained in electronic or paper format. Once electronic records are verified as accurate, paper records are destroyed. Once the retention period is complete, records are thoroughly reviewed a final time by Long Term Services and Support record stewards. If deemed appropriate for destruction, Long Term Services and Support record stewards submit a request for destruction of records to TennCare's Project Management Office. Once the request is approved, the records are destroyed.
Record Location
310 Great Circle Road 2nd Floor (East) file storage rooms Nashville, TN. 37243, Richards and Richards off-site storage
File Arrangement
Media Format Generated
Date Range
2001 to current
Allotment Code
Annual Accumulation
689 cubic foot/paper 4,482.485 MB/electronic
Current Volume
67 cubic foot/paper 214,700 MB/electronic
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Centers for Medicare and Medicaid Services
Essential Record
Yes - Original
Essential Record Stored
310 Great Circle Road 2nd floor (East) file storage rooms. Nashville, TN 37243 Richards and Richards off-site storage.
Essential Record Media Type
Confidential Legal Citation
42 CFR 431.306
Does this Record Series Contain Sensitive Information?
Agency Retention
10 years
Records Center Retention Period
As determined by agency space constraints up to 10 years after retention period begins.
System Name
TennCare Pre-Admission Evaluation System,(TPAES) Tennessee Medical Eligibility Determination System (TMED), SharePoint, L:Drive
Hardware Description
Production servers in the North and South Data centers on a combination of virtual and physical Cisco ACI servers and or VMware server. Along with a G400 Hitachi SAN.
Software Description
TennCare Pre-Admission Evaluation System (TPAES) installed on a virtual server in the North Data Center. Tennessee Eligibility Determination System (TEDS)installed on a combination of virtual and physical Cisco ACI servers
System Location
TennCare Pre-Admission Evaluation System(TPAES)North Data Center. Tennessee Eligibility Determination System (TEDS) North Data Center (SharePoint) (L Drive) (F Drive) (TMED)
Backup Procedures
TennCare Pre-Admission Evaluation System(TPAES)STS maintains all backup plans for this hardware. Tennessee Eligibility Determination System (TEDS)all data is replicated between two G400 Hitachi SANS.
Disaster Recovery
TennCare Pre-Admission Evaluation System(TPAES)restore from tape to a new virtual server. Tennessee Eligibility Determination System (TEDS)Production in the South Data Center with companion failover hardware in the North Data Center.
Data Migration Description
Tennessee Pre-Admission Eligibility System (TPAES) If the need for data migration arises, it will be done by STS server admins with assistance of DXC application administrators. TEDS will go live in Fall 2019 - No data in production yet - If the need for data migration arises, it will be done by STS server administrators with assistance of Delloitte application administrators.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2977 from an audit standpoint. We concur with the recommended retention and disposition specifications.
RMD Director
RDA 2977 is a request to revise an RDA. The retention period will change from five years to ten years and destroy. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2977.
Public Records Commission
PRC approves RDA 2977.