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Legal Division Merged Provider and Recipient Case Files

RDA Number
11051
Effective Date
Record Series Abstract
Records created from merger of the recipient files from the Program Integrity Division, Criminal Investigation Division, and Legal Division. Records may include but are not limited to court documents, research materials, personnel records with affidavits of custodians of records, witness statements, investigative reports, attorney & legal assistant's notes, records of medical claims, tax records, real property records, and correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After the case files are closed in each division and then merged.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These records are kept 5 years in the event that a new complaint is received on the same subject during that time period. Records in paper format are kept in agency for five years. They may be sent to state records center for storage. Electronic records are stored on servers in agency for the five year retention period. Electronic images converted from paper will be verified for accuracy before paper copy is destroyed.
Allotment Code
317.12
Record Location
615 Mainstream Drive, 1st floor Nashville TN
File Arrangement
Chronological
Date Range
to
Annual Accumulation
.5 cu ft .5 gigabytes
Current Volume
3 cu ft 2 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA: 71-5-2601 and 40-30-102
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
0
System Name
Database AGCTSPRD in the Oracle Shared Environment
Hardware Description
OIR Oracle Shared Environment Servers
Software Description
Oracle database
System Location
OIR Data Centers (replicated across South Data Center (Smyrna)and North Data Center (Nashville))
Backup Procedures
archive logs daily incremental backups weekly full backup DDR to tape every 30 days tapes offsite biweekly
Disaster Recovery
replication across data centers and archive logs facilitates a one-hour point-in-time recovery
Data Migration Description
A home-grown windows application (Case Tracking System (CTS)) is installed on appropriate client machines. It is through the CTS software that data is moved to the oracle database.
Legacy Revision UUID
1926