An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2047
Effective Date
Record Series Abstract
Record series includes but is not limited to information submitted to the Division of TennCare by providers to be registered for TennCare Health Care Programs. Examples include provider application, Disclosures of ownership, National Provider Identifier collection form, Provider Participation agreement and other supporting documentation as required.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When the Provider contract terminates
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record series remains active until the provider contract terminates. Records in paper format will be retained for 10 years. Paper records will be maintained at the agency for 1 year, then transferred to State Records Center for a period of 9 years, then destroyed by State approved methods. Records received via the web based portal are stored in the Provider Data Management System,then transmitted to InterChange will be retained for 10 years. The 10 year period will begin on the date that the Provider's record is terminated. The 10 year time period is required by the MARS-E requirement for Data Retention and Disposal as described in the Marketplace regulations.
Worksheet
Record Location
Tenncare, 310 Great Cr. Rd. Nashville, Tn. Provider Services 2 West. And Richards and Richards
File Arrangement
Alpha
Media Format Generated
Both
Date Range
1992-2013 (file kept in paper format) as of 2013-current (new files are electronic and some paper)
Agency
Allotment Code
31865
Annual Accumulation
100 cu. ft. 54 GB
Current Volume
816 cu. ft 2TB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
310 Great Circle Road Nashville TN 37228 Richards and Richards
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
After cut off, maintain paper records in agency 1 year. Then transfer to the Records Center for 9 years and destroy by State approved methods. Electronic records will be maintained on State servers.
Records Center Retention Period
9 years
Retention Legal Citation
71-5-184
Electronic Records Plan Inventory
System Name
Interchange
Hardware Description
The System platform consist of two Oracle/SUN M8000 servers divided into multiple domains that support the Interchange environment. The system is a client/server application running an Oracle database. The data is stored on a Hitachi SAN in the Oracle Database
Software Description
The software is a custom application written by HP utilizing an Oracle database to store the data
System Location
The physical location of the system is at the State North Data Center operated by the Office of Strategic Technology Solutions.
Backup Procedures
The data is stored on two Data Domain DDR appliances. In addition to the DDR storage the data is also written daily to LTO4 data tapes on an L700 Sun Tape Library. The tapes are moved off site daily to an Iron Mountain facility
Disaster Recovery
During normal operations the system would be restored utilizing the Netbackup catalog and tape. The last full backup would be restored and then RMAN would read in the redo logs to bring the database up to the last point in time. If the location was breached the system would be recovered at the companion State Data Center via block level replication at the SAN level between the two facilities
Data Migration Description
These records will be migrated as part of our normal server migration process.
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 2047 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-29-2018
Agency concurs
RMD Director
04-04-2018
RDA 2047 is a request to revise an RDA. The retention period will change from six years and destroy to ten years and destroy. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2047.
Public Records Commission
04-25-2018
PRC approves RDA 2047.