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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2046
Database ID: 2569
Record Series Title: Applicant/Enrollee, Service requests, Eligibility Applications and Preadmission Evaluation correspondence
Record Series Abstract: The records series include all documents received/sent by the Division on any matter involving applicants/enrollees including but not limited to requests for services, applications for eligibility and Preadmission Evaluation correspondence requests. This RDA does not cover any records related to appeals. Once an appeal is begun records will be governed under RDA 2045
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 10 Years 0 Months
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 may be converted to electronic. Once verified for completeness and accuracy, paper records may be destroyed and electronic version kept for remainder of retention period. Once a record is appealed it falls under RDA 2045. Records may be transferred to State Records Center for storage as needed after cut off.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2766
Record Location: 310 Great Circle Nashville, TN 37243
File Arrangement: Alpha/Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1990 to current
Annual Accumulation: 30 cu ft. .5 GB
Current Volume: 300 cu ft. 2 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 30
Past Year: 360
2 - 5 Years: 1000
Over 5 Years: 2000
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Center for Medicare and Medicaid Services
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: 45 CFR §155.1210, 45 CFR § 164.502
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active: 5
Agency Retention - Years Inactive: 5
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 45 CFR §155.1210, 45 CFR § 164.502
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TennCare Prior Admission Evaluation System- Applicant/Enroll & Eligibility Apps on ATP(today) TEDS(future) Service Requests -ServiceNow
IT-ABC Number:
Hardware Description: Shared server environment at STS's Data Center South.
Software Description: SQL Database
System Location: STS Data Center South, Smyrna, TN
Backup Procedures: Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility.
Disaster Recovery: The application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Recovery in a disaster could take between one (1) to three (3) weeks.
Data Migration Description: The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators.
Metadata Description: Date, File Type, File Name
Contact Information
Contact Name: Thomas Grones
Job Title: Records Officer
Address 1: 301 Great Circle Drive
Address 2: 227 French Landing
City: Nashville
Zip: 37243
Phone: 615-687-7971
Email: thomas.k.grones2@tn.gov
Agency: Division of TennCare
Agency Head: Gabe Roberts
Director: Kimberly Hagan
Allotment Code: 31865
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 06-06-2019 No recommended changes.
Tennessee State Libary and Archives: 06-21-2019 No recommended changes.
Comptroller Audit Review: 2019-06-10 We have reviewed RDA 2046 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-24-2019 Thank you, Agency concurs
RMD Director Recomendations: 09-03-2019 RDA 2046 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2046.
Signed Form Received: 2019-08-07
PRC Meeting Date: 11-12-2019
PRC Comments: PRC approves RDA 2046.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
549 2046 2016-11-03 Approved
2383 2046 2018-04-25 Approved
2569 2046 2019-11-12 Approved