Record Series Abstract
This record series includes but is not limited to Financial Change Request documents, Lock box certificates and deposits provided by the bank that contain detailed information of the checks and support that are sent in by the TennCare customers each day, and data and documents relating to monthly Accounting Reports
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Data files are cut off at the end of each Fiscal Year, maintained for ten years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions approved software and server environment. Reports generated in the State's Edison system are kept in the system for 90 days and then deleted. The data used to generate the reports is kept for 10 years.
310 Great Circle Road 4th floor east in the fiscal file. Cds of Lockbox deposit are stored in employees workstation. Electronic files are located in Edison (located on STS server) and Maximus systems (located on a mainframe at STS)
Media Format Generated
1 Cu Ft 3 gigabytes
Information Shared Outside the State
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
45 CFR 155.1210 42 CFR 431.17
Electronic Records Plan Inventory
Edison/PeopleSoft and Maximus
Edison/PeopleSoft and Financial Change Request system is a Maximus system. Both maintained on STS hardware
Edison/PeopleSoft and Maximus-Maximus is written specifically for TennCare
Edison located on STS server: Maximus located on STS mainframe
Edison backup procedures under the purview of STS: Maximus backup procedures under purview of STS
STS for Edison and Maximus- located on a mainframe at STS
Data Migration Description
STS is responsible for data migration for both Edison and Maximus
Records Management Division (RMD)
No recommended changes
Tennessee State Library and Archives
No recommended changes
Comptroller Audit Review
We have reviewed RDA 11265 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 11265 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 11265.