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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1047
Database ID: 179
Record Series Title: Long Term Services and Supports Project Files
Record Series Abstract: This record series includes Long Term Services and Support (LTSS) project flies utilized by the "Quality Accountability and Innovation" and "Operations" teams. The files include Long Term Services and Support programmatic project notes, Long Term Services and Support programmatic audit materials (not containing protected member data), records pertaining to Quality Improvements in Long-Term Services and Supports (QuiLTSS), records utilized for Formstack, and records related to Long Term Services and Supports Reports and Surveys
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cutoff for Long Term Services and Supports records in this record series is at the conclusion of the specific project (as determined by project lead).
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Long Term Services and Supports (LTSS) records are largely generated based on programmatic needs and requirements. Records are maintained in electronic or paper format. Once electronic records are verified as accurate, paper records are destroyed. Once the retention period is complete, records are thoroughly reviewed a final time by Long Term Services and Supports records stewards. If deemed appropriate for destruction, Long Term Services and Support records stewards submit a request for destruction of records to TennCare's Project Management Office. Once the request is approved, the records are destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 179
Record Location: 310 Great Circle Road 2rd Floor (East) file storage rooms Nashville TN. 37243, Richards and Richards off-site storage
File Arrangement: Alphabetical
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2001 to current
Annual Accumulation: 55 cubic foot/paper 63.7 GB/electronic
Current Volume: 197 cubic foot/paper 565.497 GB/electronic
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 3600
Past Year: 3600
2 - 5 Years: 3600
Over 5 Years: 3600
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Centers for Medicare and Medicaid Services
Essential Record: No
Essential Record Stored: Not applicable
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: CFR 42-431.306
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active: As necessary
Agency Retention - Years Inactive:
Records Center Retention Period: As determined by agency space constraints up to 10 years after retention period begins
Final Disposition after Retention Expires: Destroy
Legal Citation: Rules and Regs. 1200-13-1-.01 et al.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TennCare Pre-Admission Evaluation System (TPAES) Tennessee Medical Eligibility Determination System (TMED) SharePoint L:Drive
IT-ABC Number: N/A
Hardware Description: Production servers in the North and South Data centers on a combination of virtual and physical Cisco ACI servers and or VMware server. Along with a G400 Hitachi SAN
Software Description: TennCare Pre-Admission Evaluation System(TPAES) installed on a virtual server in the North Data Center, Tennessee Eligibility Determination System(TEDS)installed on a combination of virtual and physical Cisco ACI servers.
System Location: TennCare Pre-Admission Evaluation System(TPAES) North Data Center. Tennessee Eligibility Determination System(TEDS) North Data Center (SharePoint) (L Drive) (F Drive) (TMED)
Backup Procedures: TennCare Pre-Admission Evaluation System(TPAES) STS maintains all backup plans for this hardware. Tennessee Eligibility Determination System(TEDS) all data is replicated between two G400 Hitachi SANS
Disaster Recovery: TennCare Pre-Admission Evaluation System(TPAES) restore from tape to a new virtual server. Tennessee Eligibility Determination System(TEDS) Production in the South Data Center with companion failover hardware in the North Data Center.
Data Migration Description: TennCare Pre-Admission Evaluation System(TPAES) If the need for data migration arises, it will be done by STS server administrators with assistance of DXC application administrators Tennessee Eligibility Determination System(TEDS)will go live in Fall 2019 No Data in production yet. If the need for data migration arises, it will be done by STS server administrators with assistance of Delloitte application administrators.
Metadata Description: TennCare Pre-Admission Evaluation System(TPAES)File name, date created, file type and date modified. Metadata format is not applicable. Tennessee Eligibility Determination System(TEDS)This system is not online at this time.
Contact Information
Contact Name: Thomas Wood
Job Title: Assistant Director of Training and Communication
Address 1: 310 Great Circle Road
Address 2:
City: Nashville
Zip: 37243
Phone: 615-507-6022
Email: Thomas.Wood@tn.gov
Agency: Division of TennCare
Agency Head: Dr. Wendy Long
Director: Patti Killingsworth
Allotment Code: 31865
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-23-2018 No recommended changes.
Tennessee State Libary and Archives: 08-23-2018 No recommended changes.
Comptroller Audit Review: 2018-08-24 We have reviewed RDA 1047 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-30-2018 Agency Concurs
RMD Director Recomendations: 09-18-2018 RDA 1047 is a request to revise an RDA. The retention period will change from three years to ten years and destroy. The format will change to paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1047.
Signed Form Received: 2018-09-18
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 1047.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
179 1047 2018-10-30 Approved