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 such matters as 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 Richards and Richards 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 at 227 French Landing and 310 Great Circle Road Nashville, TN.37243 as space allows and then moved to Richards and Richards
File Arrangement
Case Number
Media Format Generated
Both
Date Range
2006-Current
Agency
Allotment Code
31865
Annual Accumulation
150 cu.ft. paper 1 gigabytes
Current Volume
500 cu.ft. paper 4 gigabytes
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 227 French Landing and 310 Great Circle Road Nashville, TN.37243 as space allows and then moved to Richards and Richards
Essential Record Media Type
Paper
Confidential
No
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
(OGC Commissioner Designee) Windows 2012 (Medical Services and Eligibility Commissioner's Designee) Microsoft SQL Server, MS Word documents and pdf files
System Location
(OGC Commissioner Designee) STS Date Center South (Medical Services and Eligibility Commissioner's Designee) TennCare Data Center
Backup Procedures
(OGC Commissioner Designee) daily incremental, weekly, monthly (off-site; meaning the tape is located at Iron Mountain and not the data center) (Medical Services and Eligibility Commissioner's Designee) Nightly incremental, weekly full backup
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)
03-01-2018
No recommended changes.
Tennessee State Library and Archives
03-01-2018
No recommended changes.
Comptroller Audit Review
03-07-2017
We have reviewed RDA 11078 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-07-2018
Agency Concurs
RMD Director
03-09-2018
RDA 11078 is a request for a new RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11078.
Public Records Commission
04-25-2018
PRC approves RDA 11078.