Core Data
RDA Number
11504
Effective Date
Mon, 10/20/2025
Record Series Abstract
The records series include all documents received/sent by the TennCare Oversite Division within the Tennessee Department of Commerce and Insurance on any matter involving applicants/enrollees including but not limited to requests for assistance, requests for services, applications for eligibility and Preadmission Evaluation correspondence requests.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are kept cut off at the end of each Fiscal Year and kept for 10 years. Paper records will be converted to electronic. Once confirmed for completeness and accuracy, paper records may be destroyed, and the electronic version kept for the remainder of the retention period.
Worksheet
Record Location
500 James Robertson Parkway, Nashville, TN 37243
File Arrangement
Alpha/Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Audio
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Spreadsheet/Database
Electronic: Email
Date Range
2001 to Present
Allotment Code
33504
Annual Accumulation
1 GB / 1 cu ft
Current Volume
7 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
45 CFR 155.1210, 45 CFR 164.502
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 Years
Records Center Retention Period
10 Years
Retention Legal Citation
45 CFR 155.1210, 45 CFR 164.502
Electronic Records Plan Inventory
System Name
Abacus Law Cloud
Hardware Description
The data is stored on a VM cloud environment.
Software Description
The data is stored on a VM cloud environment
System Location
Las Vegas, Nevada
Backup Procedures
A snapshot is taken nightly that includes the Abacus application and data.
Disaster Recovery
Restore from the most recent good snapshot.
Data Migration Description
The data was copied from the state shared drive to an encrypted external drive and then shipped to the vendor to have the data loaded in the cloud environment. If there is a need for another migration, it would be done by AbacusLaw and STS database administrators.
RDA Comments
Records Management Division (RMD)
Fri, 09/19/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11504 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Fri, 09/26/2025
Thank you so much!
RMD Director
Mon, 09/29/2025
RDA 11504 is a request to create an RDA. The retention period will be ten years and destroy. the format will be paper/electronic. Recommend approval of the request to create RDA 11504.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11504
