An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11309
Effective Date
Record Series Abstract
PASRR Evaluation forms, IQ test results and other medical evaluations are submitted for review to determine if a person qualifies for nursing facility services.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
All PASRR Summary of Findings are received electronically and maintained for 10 years in the Ascend Maximus PASRR Database. Paper records are referrals received pertaining to PASRR.
Worksheet
Record Location
TennCare and State Contractor Ascend/Maximus
File Arrangement
Alpha
Media Format Generated
Both
Date Range
2005-current
Allotment Code
344.01
Annual Accumulation
1 paper cubic feet 1 electronic gigabyte
Current Volume
12 paper cubic feet Approx. 12 electronic gigabyte
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Centers for Medicare and Medicaid Services 7500 Security Boulevard Baltimore, MD 21244 7500 Security Boulevard Baltimore, MD 21244
Essential Record
No
Confidential
No
Confidential Legal Citation
45 CFR Parts 160 & 164
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Ascend/Maximus PASRR database, TennCare T-MED database, TennCare OCCP database
Hardware Description
Server Windows 2012 R2
Software Description
Microsoft Office Applications
System Location
State of Tennessee Data Center Capitol Complex Services Center CCSC, 901 5th Avenue North, Nashville, TN 37243
Backup Procedures
Application Across Data Centers Complete Weekly File Backups
Disaster Recovery
3 months on site - 7 years Stone Mountain
Data Migration Description
Data is stored as a combination of PDF and/or Microsoft Word and Excel files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard windows file restore processes or by standard ETC Processes, or files can be copied or moved by an individual user through normal Windows features.
RDA Comments
Records Management Division (RMD)
10-04-2018
Please clarify why these records need to be kept permanently. Update: Agency specified that these are to be kept ten years and destroy.
Tennessee State Library and Archives
10-04-2018
TSLA concurs in RMD comment.
Comptroller Audit Review
10-04-2018
Audit concurs with RMD comments.
Agency Records Officer
10-08-2018
These files are not to be kept permanently. I accidently hit the wrong drop down selection. The files are to be destroyed after the retention time has passed. Thank you!
RMD Director
10-11-2018
RDA 11309 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. The RDA sheet has been adjusted to reflect that these records are destroyed after ten years as per the agency instructions. Recommend approval of request to create RDA 11309.
Public Records Commission
10-30-2018
PRC approves RDA 11309.