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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 656
Database ID: 65
Record Series Title: MEDICAID CLAIMS Records
Record Series Abstract: This RDA covers records used in processing claims for payment by Health Care Finance & Administration such as crossover claims, Intermediate Care Facility for Mental Retardation, payments and payments to Department of Children Services. As well as, records generated from managed care entities containing information on claims they have paid or denied for various medical services provided to our enrollees. These records contain data from current operations as well as archived data that is used in analysis of long term medical cost trends and patterns.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After closure of the claim
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off after closure of the claim, maintained for twenty years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in Paper format may be transferred to the State Records Center. Records in electronic format shall be maintained in Strategic Technology Solutions (STS) approved software and server environment. Any sensitive of confidential information contained therein shall be destroyed according to standards for destruction of confidential information
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 65
Record Location: State Data Center
File Arrangement: Alpha/Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 4/1977 - 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: 2
Past Year: 24
2 - 5 Years: 120
Over 5 Years: 168
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Medicare and Medicaid
Essential Record: Yes - Original
Essential Record Stored: State Data Center
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 45 CFR 164.502
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 20 YEARS 0 MONTHS
Agency Retention - Years Active: 15
Agency Retention - Years Inactive: 5
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 45 CFR 164.502
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: InterChange
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 backup procedures are in place. Backups are taken nightly and stored on-site. Weekly backups are taken to Iron Mountain storage facility
Disaster Recovery: The application resides at the Data Center which 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 am 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 K. Grones
Job Title: ASA 4
Address 1: 310 Great Circle Road
Address 2:
City: Nashville
Zip: 37243
Phone: 615-687-7971
Email: thomas.k.grones2@tn.gov
Agency: Division of TennCare
Agency Head: Wendy Long
Director: David Weeks
Allotment Code: 31865
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-06-2016 No recommended changes
Tennessee State Libary and Archives: 10-07-2016 No recommended changes.
Comptroller Audit Review: 2016-10-07 We have reviewed RDA 656 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-11-2016 Agency Concurs
RMD Director Recomendations: 10-11-2016 RDA 656 is a request to revise an RDA. The retention period will change from three years to twenty years. The format will change from paper or microfilm to paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 656.
Signed Form Received: 2016-10-11
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 656
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
65 656 2016-11-03 Approved