An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11475
Effective Date
Record Series Abstract
Files would include fee disputes presented to and resolved by the Medical Payment Committee including those administratively closed, as well as copies of the Utilization Review Accreditation Commission National Committee for Quality Assurance, Certifying Letters from the Department of Commerce and Insurance, and copies of credentials and nursing licenses and Continuing Education Units (CEUs) submitted during the Case Manager registration process.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
All records are received as paper documents. Records are converted to electronic format for storage, and the electronic content is verified for completeness, accuracy, and usability. Paper copies are placed in locked and secured bins and destroyed in state-approved methods. Electronic records are kept for 6 years and then destroyed.
Worksheet
Record Location
220 French Landing 1st Floor, 1-B
File Arrangement
Alpha by year
Media Format Generated
Paper
Media Format Generated Summary
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2000 to Current
Allotment Code
33703
Annual Accumulation
1.5 cubic feet
Current Volume
2 filing cabinets
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 years
Electronic Records Plan Inventory
System Name
Square 9 GlobalSearch 4.5.2
Hardware Description
Electronic content software is running on a Windows Server 2012 R2 server virtual guest on VMWare. The VMWare server is connected via fiber optic cable to a storage area network where all data resides. Backups are taken daily and monthly and will be restored in the event of failure.
Software Description
Square9 GlobalSearch 4.5.2
System Location
Data Center South
Backup Procedures
All backup images are stored on disk at the data center local to the server (the south data center for south-based servers and the north data center for north-based servers) and a second copy of that image is replicated to the alternate data center for Disaster Recovery purposes. In the event of restoring from a backup, a new virtual machine (VM) is started, if needed, and a copy of the most recent backup is restored to the new VM.
Short-term Retention: Short-term retention refers to backups that have been taken in the last 31 days. 31 days of daily backups will be maintained. Backup jobs start at 6:00pm daily. All files are selected to be backed up on the servers, however in certain cases some files cannot be backed up (such as files that are in use by users, open and active databases, etc).
Long-term Retention: Long-term retention refers to backups that are older than 31 days. Monthly backups will be archived and maintained for 36 months or 3 years. Monthly backups are a point in time backup copy; they do not contain all changes for the entirety of the month.
Short-term Retention: Short-term retention refers to backups that have been taken in the last 31 days. 31 days of daily backups will be maintained. Backup jobs start at 6:00pm daily. All files are selected to be backed up on the servers, however in certain cases some files cannot be backed up (such as files that are in use by users, open and active databases, etc).
Long-term Retention: Long-term retention refers to backups that are older than 31 days. Monthly backups will be archived and maintained for 36 months or 3 years. Monthly backups are a point in time backup copy; they do not contain all changes for the entirety of the month.
Disaster Recovery
Servers recovered and available within 8 hours with <30 minutes data loss from hot standby servers.
Data Migration Description
These electronic records will remain on the state network in the SANS shared environment until which time the software would be replaced. At that time, a conversion plan would be outlined and the records would be migrated to a new system prior to the sunset of the existing system.
RDA Comments
Records Management Division (RMD)
08-22-2024
No recommended changes.
Tennessee State Library and Archives
08-23-2024
No recommended changes.
Comptroller Audit Review
08-23-2024
We have reviewed RDA 11475 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-27-2024
Concurs with records management.
RMD Director
08-27-2024
RDA 11475 is a request to create an RDA. The retention period will be six years and then destroy. The format will be paper/electronic. Recommend approval the request to create RDA 11475.
Public Records Commission
09-23-2024
PRC approves RDA 11475.