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Pharmacy rebate and other pricing records

RDA Number
Effective Date
Record Series Abstract
These records consist of claims information, financial records, payments and correspondence involving the federal and state supplemental drug rebate program for Medicaid such as copies of quarterly invoices and documentation, as well as any other records related to drug pricing issues or analysis
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Following the cut off paper records are kept and maintained by the agency. Electronic records are stored on Magellan maintained database hosted on an Oracle cluster.All records are maintained for 10 years after cut off and then destroyed by state approved methods
Record Location
310 Great Circle Road
File Arrangement
by date and then numeric
Media Format Generated
Date Range
2001 to present
Allotment Code
Annual Accumulation
32 cubic ft, 200GB
Current Volume
480 cubic ft, 3TB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
United States Department of Health & Human Services
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
10 years
System Name
Erebate ( Magellan ) HP (
Hardware Description
(Magellan) Database hosted on the RAC cluster Production application server name: stlmoj2ee03/stlmoj2ee04 (HP) Solaris VM
Software Description
The eRebate (Trade Mark). component of the Magellan Medicaid Administration (MMA) Pharmacy Benefits Management (PBM) system provides supports functionalities and business processes to produce drug rebate invoices for drug manufactures, as well as to record payments and disputes related to these invoices. The system supports contract management, the quarterly generation of rates and production of rebate invoices, receipt and reconciliation of payments, and dispute tracking and resolution. (HP) Unix
System Location
Magellan St. Louis MO. HP STS Data Center South 901 5th AVE. North Nashville,TN. 37243
Backup Procedures
Magellan \ Backups are performed daily (incremental)and weekly(full save) for all mid range platforms. Full backups are performed nightly for Intel systems HP There are daily incremental backups along with weekly full backups with offsite storage and a full DR plan for the server independent of drug rebate or any other data group or fileset
Disaster Recovery
Magellan contracted vendor will deliver tapes for the last 15 days. Backups along with pre-assembled recovery materials to the designated recovery site. HP There are daily incremental backups along with weekly full backups with offsite storage and a full DR plan for the server independent of drug rebate or any other data group or fileset
Data Migration Description
Magellan\ The data resides in the Oracle database located in ST. Louis MO. If migration was needed it would be performed by database administrators\ Hewlett Packard Enterprise \Does migration through a Secure File Transfer Protocol over server
Records Management Division (RMD)
No recommended changes
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11194 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency Concurs
RMD Director
RDA 11194 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 11194.
Public Records Commission
PRC approves RDA 11194