An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11494
Effective Date
Record Series Abstract
The Civil Money Penalty (CMP) are monetary penalties collected from nursing facilities that fall out of compliance with federal requirements. The pool of these moneys is used to invest in support activities that benefit nursing home residents. The CMP Applications and related documents are submitted to acquire those funds from the Tennessee Civil Money Penalty Program. This includes but not limited to the application, follow-up reports, contracts, and final reports.
Record Series Active
No
Cut Off at End of
Other
If Other, Explain
Final Project Reports
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Applications and related documents that are submitted to acquire funds from the Tennessee Civil Money Penalty Program. Once project is approved, an approval letter is submitted by the Centers for Medicare and Medicaid Services (CMS). Upon receipt of the letter, a contract is generated between organization and state. Once project is completed, a final project report is submitted. All documents will be saved as pdf files and stored on the Commission’s site on SharePoint. At the end of the retention period, the document will be destroyed by state approved methods.
Worksheet
Record Location
Commission's SharePoint site - State server
File Arrangement
Project Name, Date, and Report Type
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Other
Date Range
January 1, 2014 to Present
Agency
Allotment Code
31607
Annual Accumulation
Approximately 160mb
Current Volume
Approximately 1.02gb
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Centers for Medicare and Medicaid Services (CMS), a federal agency
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 Years
Records Center Retention Period
0
Retention Legal Citation
TCA 68-11-827
Electronic Records Plan Inventory
System Name
SharePoint
Hardware Description
State Server/SharePoint
Software Description
Adobe pdf files created through scans of the records
System Location
State Data Center
Backup Procedures
Standard back-up protocols for SharePoint conducted by STS.
Disaster Recovery
Standard disaster recovery protocols for SharePoint conducted by STS
Data Migration Description
Generated files through scans of the records are saved as Adobe pdf which is compatible with various operating systems.
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 11494 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 11494 is a request to create an RDA. The retention period will be ten years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11494.
Public Records Commission
04-21-2025
PRC approves RDA 11494