Core Data
RDA Number
11497
Effective Date
Mon, 10/20/2025
Record Series Abstract
This series includes records obtained and created in the course of investigating federal administrative discrimination grievances and requests for reasonable accommodations involving the Division of TennCare.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off is at the close of an investigation or grievance.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are kept in electronic format. The five (5) year retention period begins when the grievance or request is closed by the Division of TennCare’s Office of Civil Rights Compliance (“OCRC”). -After 5 years, the OCRC shall review electronic records and determine whether the records have completed its retention period and can be destroyed using state-approved methods.
Worksheet
Record Location
TennCare Building, 310 Great Circle Road, Nashville, TN, 37243
File Arrangement
Grouped by case name.
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Email
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Email
Date Range
1/1/2011 to Current
Agency
Allotment Code
318
Annual Accumulation
Approximately 1 gigabyte
Current Volume
Approximately 26 gigabytes.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Other state agencies such as the Department of Health, Department of Children's Services, or TBI. These records also belong to the Department of Health and Human Services in the Federal branch, who can request these records at any time.
Essential Record
Yes - Duplicate
Essential Record Stored
Files located on Director of Civil Rights Compliance's laptop, backed up by the cloud. Copies are sent to the Federal Government, as well as the Department for Aging and Disability as well as the Department of Health.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
45 C.F.R. § 80.7(e) and 45 C.F.R. § 92.8 (c)(3)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
45 C.F.R. § 80.7(e) and 45 C.F.R. § 92.8 (c)(3).
Electronic Records Plan Inventory
System Name
OGC shared drive, OneDrive, Sharepoint
Hardware Description
Shared drives on physical hardware.
Software Description
Service Now, Microsoft programs.
System Location
Shared drives on physical hardware in State Data Centers.
Backup Procedures
STS server backed up by the state; other drives are backed up by Consilio.
Disaster Recovery
SharePoint servers are restored by STS staff. Other drives backed up by Consilio.
Data Migration Description
Data is migrated as part of normal server migration process.
RDA Comments
Records Management Division (RMD)
Thu, 03/27/2025
No recommended changes.
Tennessee State Library and Archives
Wed, 04/02/2025
No recommended changes.
Comptroller Audit Review
Mon, 03/31/2025
We have reviewed this RDA from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thu, 09/11/2025
The agency concurs.
RMD Director
Wed, 09/17/2025
RDA 11497 is a request to create an RDA. The retention period will be five years and destroy. The format will be electronic. Recommend approval of the request to create RDA 11497.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11497
