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Applicant/Enrollee, Service requests, Eligibility Applications and Preadmission Evaluation correspondence

RDA Number
Effective Date
Record Series Abstract
The records series include all documents received/sent by the Division on any matter involving applicants/enrollees including but not limited to requests for services, applications for eligibility and Preadmission Evaluation correspondence requests. This RDA does not cover any records related to appeals. Once an appeal is begun records will be governed under RDA 2045
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are kept cut off at the end of each Fiscal Year and kept for 10 years. Paper records may be converted to electronic. Once verified for completeness and accuracy, paper records may be destroyed and electronic version kept for remainder of retention period. Once a record is appealed it falls under RDA 2045. Records may be transferred to State Records Center for storage as needed after cut off.
Record Location
310 Great Circle Nashville, TN 37243
File Arrangement
Media Format Generated
Date Range
1990 to current
Allotment Code
Annual Accumulation
30 cu ft. .5 GB
Current Volume
300 cu ft. 2 GB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Center for Medicare and Medicaid Services
Essential Record
Confidential Legal Citation
45 CFR 155.1210, 45 CFR 164.502
Does this Record Series Contain Sensitive Information?
Agency Retention
10 years
System Name
TennCare Prior Admission Evaluation System- Applicant/Enroll & Eligibility Apps on ATP(today) TEDS(future) Service Requests -ServiceNow
Hardware Description
Shared server environment at STS's Data Center South.
Software Description
SQL Database
System Location
STS Data Center South, Smyrna, TN
Backup Procedures
Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility.
Disaster Recovery
The application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Recovery in a disaster could take between one (1) to three (3) weeks.
Data Migration Description
The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2046 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you, Agency concurs
RMD Director
RDA 2046 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2046.
Public Records Commission
PRC approves RDA 2046.