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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11307
Database ID: 2246
Record Series Title: Medicaid Affairs Records
Record Series Abstract: Notice of Hearing, related orders, hearing testimony notes, continuation of benefits documents, involuntary disenrollment letter, billing, monthly documentation forms, delay of services reports, benefits response.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon conclusion of appeal
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Record are generated and stored in both electronic and paper format. Files are stored and maintained electronically on the Departments shared H Drive. Hard copies are stored in each region for 5 years after which the record is destroyed by state approved methods. Files for involuntary disenrollment are stored in hard copy form are stored in Office of the General Counsel.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2479
Record Location: STS Server
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2012 - current
Annual Accumulation: 1 cubic foot/ 700 mb
Current Volume: 5 cubic feet / 9.3 GB
Record Value: Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 200
Past Year: 30
2 - 5 Years: 2
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Duplicate
Essential Record Stored: STS Servers
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: AG035DCWF00530/DD-CO H-Drive
IT-ABC Number:
Hardware Description: Strategic Technology Solutions (STS) Data Center Server
Software Description: Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location: State Data Center (North)
Backup Procedures: Data stored on the Shared SQL server is replicated. For the Windows application server, currently, only standard file level backup services are offered. Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery: STS preforms nightly backups of servers which includes the current two days of backups for each database. Hard copy Backups are stored off-site weekly.
Data Migration Description: STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS
Metadata Description: File Type: PDF Images Date Created File Size Title
Contact Information
Contact Name: Simone N/A Cuarino
Job Title: Records Officer
Address 1: 400 DEADERICK STREET
Address 2: 10TH FLOOR
City: NASHVILLE
Zip: 37243
Phone: 615-532-6511
Email: simone.cuarino@tn.govD
Agency: Dept. of Intellectual & Developmental Disabilities
Agency Head: DEBRA K. PAYNE, COMMISSIONER
Director: Jon Hamrick, Program Manager
Allotment Code: 344.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-03-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 11307 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-08-2018 Thank you!
RMD Director Recomendations: 10-12-2018 RDA 11307 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11307.
Signed Form Received: 2018-10-12
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 11307.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2246 11307 2018-10-30 Approved