Record Series Abstract
These records consist of but are not limited to: warning and sanction letters, documentation justifying warnings or sanctions, internal correspondence requests by providers for appeal, acknowledgement of receipt and subsequent correspondence, letters and correspondence pertaining to settlement or hearing, pleadings, exhibits and orders in administrative proceedings. Selected printed emails will also be part of these records.
Record Series Active
Cut Off at End of
If Other, Explain
The cut off will be 5 years after the conclusion of the appeal process.
Total Retention Years
Total Retention Months
Retention End Action
Records are maintained and stored in the DIDD Office of General Counsel. Thereafter stored in DIDD warehouse until end of file retention and then destroyed in accordance with state approved methods.
Office of General Counsel, 315 Deaderick Street, 8th Floor UB Tower, Nashville, TN 37243 DIDD warehouse storage at 275 Stewarts Ferry Pike, Nashville, TN 37214
Media Format Generated
1.5 cubic feet - paper 24 megabytes - electronic
13 cubic feet - paper 201 megabytes
Information Shared Outside the State
Confidential Legal Citation
TCA 33-3-103 classifies as confidential documents directly or indirectly identifying a service recipient. Some records may also be confidential as attorney/client privileged communications.
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
Electronic Records Plan Inventory
Shared File Servers
Windows Servers 2012 R2
MS Windows applications
State of Tennessee Data Centers
Replication across Data Centers, Complete Weekly File back up.
3 months on site, 7 years Stone Mountain
Data Migration Description
Data is stored as combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11345 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 11345 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11345.
Public Records Commission
PRC approves RDA 11345