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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2852
Database ID: 1059
Record Series Title: TENNCARE REPORTS
Record Series Abstract: Records stored under this RDA include ad hoc reports from Managed Care Coordinators, Pharmacy Benefit Manager work group reports, Dental Benefit Manager work group reports, work group reports from outside stakeholders, population studies, oversight reports in response to internal and external agencies, federal and state oversight reports, legislative inquiries and Centers for Medicare and Medicaid Services inquiry response reports internally generated by TennCare.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon completion of report.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are maintained in either paper or electronic format in agency as long as space is available. Transfer to State Records Center as necessary. Destroy by state approved method ten (10) years after given report is completed. STS maintains Electronic Records on secure platforms for the life of the retention period.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1059
Record Location: Paper Records: Multiple locations: 310 Great Circle Road,220 French Landing Drive, 227 French Landing Drive and VRC Records Center. Electronic Records: Installed on production servers in the South Data Center and TennCare Data Center
File Arrangement: Alphanumeric
Media Format Generated: Electronic
Media Format Stored: Paper/Electronic
Date Range: 2005-current
Annual Accumulation: 20 cu.ft., 10 MB
Current Volume: 50 cu.ft., 20 MB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 5
Past Year: 10
2 - 5 Years: 10
Over 5 Years: 25
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: TCA 10-7-504, TCA 71-5-142
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive:
Records Center Retention Period: 5 years
Final Disposition after Retention Expires: Destroy
Legal Citation: CFR Title 45 Sec. 92.42
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: SharePoint server in the South Data Center.(Shared Drive) Shared drives on the STS file drive in the South Data Center.
IT-ABC Number:
Hardware Description: Shared Drives on the State of Tennessee STS South Data Center
Software Description: Microsoft Programs
System Location: Shared drives on physical hardware in the South Data Center, North Date Center and the TennCare data center
Backup Procedures: Contact is David Beachboard at STS. (Shared Drive) STS Server is backed up by David Beachboard. Other drives backed up by DXC staff
Disaster Recovery: SharePoint (Shared Drive) STS server is to be restored by STS staff. DXC would restore server in the TennCare datacenter at an alternative site
Data Migration Description: Data is migrated as part of normal server migration process.
Metadata Description: Date, file type, name
Contact Information
Contact Name: Thomas Grones
Job Title: Administrative Assistant 4
Address 1: 310 Great Circle Road
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: William Aaron
Allotment Code: 31865
Status
Action Requested: New RDA
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 2852 from an audit standpoint. We concur with the recommendation to retire this RDA.
Agency: 06-24-2019 Thank you, Agency Concurs
RMD Director Recomendations: 09-03-2019 RDA 2852 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 2852.
Signed Form Received: 2019-08-07
PRC Meeting Date: 11-12-2019
PRC Comments: PRC approves RDA 2852.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1059 2852 2019-11-12 Approved