An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11078
Effective Date
Record Series Abstract
These records contain the hearings/appeals files for actions heard by various Commissioner designees in the Division of TennCare on matters including but not limited to eligibility appeals, medical services appeals, Pre-Admission Evaluation appeals and nursing facility involuntary discharge appeals.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year in which final decision was rendered.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be maintained in either paper or electronic format. Paper records will be stored as space allows on site and then sent to the State Records Center for storage. For records kept electronically, the paper copies will be scanned into an electronic database and then the paper copy will be destroyed after the scan is verified for completeness and accuracy. The electronic information will then be treated as the official record and kept for the life of the retention.
Worksheet
Record Location
Division of TennCare will store these records in their office building until moved to the State Records Center. Digital records will be located on state servers.
File Arrangement
Case Number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Audio
Electronic: Video
Electronic: Presentation
Electronic: Email
Paper: Sheet
Date Range
2006 to current
Agency
Allotment Code
31865
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Centers for Medicare and Medicaid Services, advocacy groups, court system
Essential Record
Yes - Original
Essential Record Stored
Division of TennCare will store these records at the central office as space allows and then moved to the State Records Center.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
Because they contain Protected Health Information and Federal Tax Information they should be treated as confidential. 45CFR 164.502
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
until end of retention period
Retention Legal Citation
TCA 4-5-319
Electronic Records Plan Inventory
System Name
STS Windows File Share ( Shared Partition)
Hardware Description
STS VM 2012 server
Software Description
Microsoft Office Suite, PDF files, Service Now.
System Location
STS Data Center South and TennCare Data Center
Backup Procedures
STS server backed up by the state; other drives are backed up by Consilio.
Disaster Recovery
On file with TennCare-Member Services
Data Migration Description
These records will be migrated as part of our normal server migration process.
RDA Comments
Records Management Division (RMD)
03-13-2025
No recommended changes.
Tennessee State Library and Archives
03-17-2025
No recommended changes.
Comptroller Audit Review
03-18-2025
We have reviewed RDA 11078 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-18-2025
Agency concurs.
RMD Director
03-28-2025
RDA 11078 is a request to revise an RDA. The retention period will remain ten years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11078.
Public Records Commission
04-21-2025
PRC approves RDA 11078