An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11278
Effective Date
Record Series Abstract
All TennCare Oversight Division Complaints filed by the public concerning the insurance problems with companies contracted to administer the TennCare Program. All legal case complaint files and their contents if the complaint has been transferred to the legal division. Legal files may include complaints, responses, affidavits, exhibits, discovery, pleadings, orders, and memorandum.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the closure of the complaint.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
CONTRACT WITH TENNCARE BUREAU REQUIRES US TO MAINTAIN RECORDS FOR 6 YEARS. THE FILES ARE TO BE CUT OFF AT THE CLOSURE OF THE COMPLAINT. RECORDS MAY BE MAINTAIN IN EITHER PAPER OR ELECTRONIC FORMAT. RECORDS IN PAPER FORMAT WILL BE MAINTAINED IN AGENCY 1 YEAR; THEN TRANSFERRED TO THE STATE RECORDS CENTER; HELD 5 YEARS; THEN DESTROYED. ELECTRONIC RECORDS WILL BE KEPT FOR 5 YEARS IN AGENCY. PAPER COPIES OF ELECTRONIC RECORDS MAY BE DESTROYED AS LONG AS THE ELECTRONIC FILE HAS BEEN VERIFIED FOR COMPLETENESS AND ACCURACY
Worksheet
Record Location
500 James Robertson Parkway, 11th Floor, Davy Crockett Tower, Nashville, TN 37243
File Arrangement
Numerical
Date Range
to
Allotment Code
335.04
Annual Accumulation
9 cubic feet, 5 MB
Current Volume
20 cubic feet, 15MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 10-7-504(a)(1), TCA 56-32-132 & 135, TCA 71-5-142, and 45 CFR Parts 160 & 164 HIPAA).
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 Years
Records Center Retention Period
5 Years
Retention Legal Citation
TCA 10-7-504(a)(1), TCA 56-32-132 & 135, TCA 71-5-142, and 45 CFR Parts 160 & 164 (HIPAA). TennCare Contractor Risk Agreement Sections A.2.30 & E. 29 (or Sections A.127 and Attachment B of the TennCare Dental Benefits Management Contract) consider response to such complaint as an On Request Report that regulated entities must provide to avoid assessment of liquidated damages. These records are evidence of statutory and contractual compliance.
Electronic Records Plan Inventory
System Name
AbacusLaw Cloud
Hardware Description
The data is stored on a VM cloud environment.
Software Description
The data is stored on a VM cloud environment.
System Location
Las Vegas, Nevada
Backup Procedures
A snap-shot is taken nightly that includes the Abacus application and data
Disaster Recovery
Restore from most recent good snap-shot.
Data Migration Description
The data was copied from the state shared drive to an encrypted external drive and then shipped to the vendor to have the data loaded in the cloud environment.
RDA Comments
Records Management Division (RMD)
03-29-2018
No recommended changes.
Tennessee State Library and Archives
03-29-2018
No recommended changes.
Comptroller Audit Review
03-29-2018
We have reviewed RDA ID2359 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-29-2018
Agency concurs, no recommended changes.
RMD Director
04-03-2018
RDA 11278 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11278.
Public Records Commission
04-25-2018
PRC approves RDA 11278.