An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11493
Effective Date
Record Series Abstract
Facility Complaints received through voice telecommunications are entered into federal system operated by Centers for Medicare and Medicaid Services. Upon determination on which state agency to refer, the information is transferred through the federal system. No documents are generated except in the federal system.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Facility Complaints received through voice telecommunications are entered into ASPEN (federal system) operated by Centers for Medicare and Medicaid Services (CMS). Upon determination on which state agency to refer, the information is transferred through ASPEN (federal system). No documents are generated except in the federal system. Federal system records are maintained through CMS. Records are maintained and destroyed by Centers for Medicare and Medicaid Services (CMS).
Worksheet
Record Location
Washington DC
File Arrangement
Health Care Facility License Number
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Spreadsheet/Database
Date Range
January 1, 2019 to Present
Agency
Allotment Code
31607
Annual Accumulation
0 (Due to being on federal system managed by CMS - Centers for Medicare and Medicaid Services)
However, receive approximately 500 calls monthly with possible 40 per day which are logged into the system.
However, receive approximately 500 calls monthly with possible 40 per day which are logged into the system.
Current Volume
30,000 calls (Due to being on federal system maintained by CMS - Centers for Medicare and Medicaid Services)
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Centers for Medicare and Medicaid Services (CMS)
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Records Center Retention Period
0
Retention Legal Citation
TCA 68-11-210 and 45 CFR 91.42
Electronic Records Plan Inventory
System Name
ASPEN
Hardware Description
Hardware maintained by Centers for Medicare and Medicaid Services (CMS), a federal agency
Software Description
Software developed and maintained by Centers for Medicare and Medicaid Services (CMS), a federal agency
System Location
System location is maintained by Centers for Medicare and Medicaid Services (CMS), a federal agency
Backup Procedures
Standard back-up protocols for federal systems
Disaster Recovery
Standard recovery protocols for federal systems
Data Migration Description
Data Migration maintained by Centers for Medicare and Medicaid Services (CMS), a federal agency
RDA Comments
Records Management Division (RMD)
03-06-2025
No recommended changes.
Tennessee State Library and Archives
03-07-2025
No recommended changes.
Comptroller Audit Review
03-10-2025
We have reviewed RDA 11493 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-10-2025
Thank you for the reviews. We concur with the recommendations.
RMD Director
03-18-2025
RDA 11493 is a request to create an RDA. The retention period will be five years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11493.
Public Records Commission
04-21-2025
PRC approves RDA 11493