Core Data
RDA Number
11307
Effective Date
Mon, 10/20/2025
Record Series Abstract
Notice of Hearing, related orders, hearing testimony notes, continuation of benefits documents, involuntary disenrollment letter, billing, monthly documentation forms, delay of services reports, benefits response.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon conclusion of appeal
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record is generated and stored in both electronic and paper format. Files are stored and maintained electronically on the department's shared H Drive. Hard copies are stored in each region for 6 years after which the record is destroyed by state approved methods. Files for involuntary disenrollment are stored in hard copy form in department's Office of General Counsel.
Worksheet
Record Location
Strategic Technology Solutions (STS) Server and in department's Office of General Counsel.
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Date Range
2012-current
Allotment Code
344.01
Annual Accumulation
Paper: 1 cubic foot
Electronic: 700 mb
Electronic: 700 mb
Current Volume
Paper: 5 cubic feet
Electronic: 9.3 GB
Electronic: 9.3 GB
Record Value
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
STS Servers
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
T.C.A. 33-3-103 & T.C.A. 53-3-103, T.C.A. 10-7-504 and C.F.R. Parts 160 & 164
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
AG035DCWF00530/DD-CO H-Drive
Hardware Description
STS Data Center Server
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
State Data Center (North)
Backup Procedures
Data stored on the Shared SQL server is replicated. For the Windows application server, currently, only standard file level backup services are offered. Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
STS preforms nightly backups of servers which includes the current two days of backups for each database. Hard copy Backups are stored off-site weekly.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
RDA Comments
Records Management Division (RMD)
Fri, 09/19/2025
Recommend changing the Retention Period to 10 years to reflect the requirements under T.C.A. 52-3-11(d). Also recommend changing Cut Off to add “If the records involve a minor client, then the cut off shall be after the age the minor reaches the age of majority."
Update: After discussions with the agency the legal citation for a six-year retention was clarified. An agency memo has been added to the documentation. There are no recommended changes. 09-18-2025
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11307 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Fri, 09/26/2025
RDA 11307 is a request to revise an RDA. The retention period will change from five years to six years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11307.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11307
