An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11146
Effective Date
Record Series Abstract
TennCare HMO/PLHSO/TPA Charter Files include but are not limited to 1. All documents submitted as part of the original application for a certificate of authority to operate as a TennCare HMO, including but not limited to, all memos, letters and workpapers related to the evaluation of the application;- 2. Biographical affidavits and any other required information for new officers and directors, including but not limited to, related memos, letters and workpapers; and - 3. Documents to modify the geographic areas in which the HMO is authorized to operate, including but not limited to, related memos, letters and workpapers.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Charter files are deemed inactive upon an HMO's or a PLHSO's surrendering its certificate of authority, a TPA non-renews its certificate of authority, or when the HMO/PLHSO has been liquidated and liquidation has been terminated by court order.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records may be maintained in either paper or electronic format. Paper copies of electronic records may be destroyed if the electronic file has been verified for completeness and accuracy. Paper records of Charter files that are active will be retained in Agency for 1 year then transferred to the State Records Center for as long as the HMO/PLSHO/TPA continues participation in the TennCare Program. Paper records of Charter files deemed inactive, will be held by the Agency for 6 years, then destroyed by state approved methods. Electronic records of Charter files that are active will be maintained in Agency as long as the HMO/PLHSO/TPA continues participation in the TennCare Program. Electronic records of Charter files deemed inactive will be held by the Agency for 6 years then destroyed by state approved methods.
Worksheet
Record Location
Davy Crockett Tower, 500 James Robertson Pkwy, Nashville, TN 37243
File Arrangement
By HMO company name
Date Range
1997 to current
Allotment Code
33504
Annual Accumulation
1 cu. ft Paper/1 GB Electronic
Current Volume
20 cu. ft. Paper/50 GB Electronic
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
500 James Robertson Pkwy, Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
T.C.A. 56-2-801, 56-6-117, 56-6-120, 56-8-107, 56-32-125, and 56-32-135
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 Years
Retention Legal Citation
TCA 56-32-103 and TCA 56-32-104
Electronic Records Plan Inventory
System Name
Abacus Law 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 collect is Outlook.msg and Adobe PDF files located on the application server.
RDA Comments
Records Management Division (RMD)
02-14-2019
No recommended changes.
Tennessee State Library and Archives
02-26-2019
No recommended changes.
Comptroller Audit Review
02-20-2019
We have reviewed RDA 11146 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-12-2019
Agency concurs with no recommended changes.
RMD Director
03-27-2019
RDA 11146 is a request to revise an RDA. The retention period will remain six years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 11146.
Public Records Commission
05-22-2019
PRC approves RDA 11146