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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2990
Database ID: 1184
Record Series Title: PROVIDER RECORDS
Record Series Abstract: THE RECORDS INCLUDE BUT ARE NOT LIMITED TO INFORMATION OBTAINED FROM THE PROVIDER AND/OR PROVIDER AGENCY. INCLUDED ARE POLICIES THAT ARE REQUIRED BY THE PROVIDER OF THE DEPARTMENT OF INTELLECTUAL AND DEVELOPMENTAL DISABILITIES & DEPARTMENT OF HEALTH. ALSO INCLUDED ARE COLLEGE TRANSCRIPTS, COLLEGE DEGREES, LICENSES, PROOF OF INSURANCE, ETC.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: THE FILES ARE TO BE CUT OFF WHEN PROVIDER BECOMES INACTIVE AND/OR TERMINATED.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: These records come in paper format when agency applies to be contracted provider with DIDD. Electronic record is created and data is stored as a combination of PDF and/or Microsoft Word and Excel Files. Files need to be maintained for 10 years. Agency will need to have access to these records for review in case agency must terminate a provider agreement with the provider or if provider becomes inactive. Any paper records converted to electronic format will be verified for content, accuracy and usability prior to destruction of paper record. Records will be destroyed at the end of retention period by State approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1184
Record Location: DIDD Central Office, 400 Deaderick Street, 10th Floor, Nashville, TN 37243 and in the East, Middle & West TN Regional Offices (East - 520 West Summitt Hill Dr., Ste. 201, Knoxville, TN 37902, Middle - 291 Stewarts Ferry Pike, Nashville, TN 37214, West - 11437 Milton -Wilson Rd., Arlington, TN 38002 and @ Warehouse on MTRO campus 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement: Alpha or Current/Active, Closed/Denied
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 1999 - current
Annual Accumulation: Paper 50 cubic feet Electronic 24 Gigabytes
Current Volume: Paper 175 cubic feet Electronic 110 Gigabytes
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 50
Past Year: 100
2 - 5 Years: 100
Over 5 Years: 50
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: CMS - Centers for Medicare and Medicaid Services 61 Forsyth Street, SW, Suite 4T20 Atlanta, Georgia 30303-8909
Essential Record: Yes - Original
Essential Record Stored: DIDD Central Office, 400 Deaderick Street, 10th Floor, Nashville, TN 37243 and in the East, Middle & West TN Regional Offices (East - 520 West Summitt Hill Dr., Ste. 201, Knoxville, TN 37902, Middle - 291 Stewarts Ferry Pike, Nashville, TN 37214, West - 11437 Milton -Wilson Rd., Arlington, TN 38002 and @ Warehouse on MTRO campus 275 Stewarts Ferry Pike, Nashville, TN 37214
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: Privacy Act of 1974 as amended at 5 USC 552a
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Shared Network Storage. Records are stored on file servers within the State\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\'s data center using Storage Area Network (SAN) space.
IT-ABC Number: N/A
Hardware Description: Windows Servers 2012 R2
Software Description: MS Applications
System Location: Nashville Data Center Capitol Complex Services Center (CCSC), 901 5th Avenue North, Nashville, TN 37243
Backup Procedures: Replication across data centers complete weekly file backup
Disaster Recovery: 3 months on-site 7 years Stone Mountain
Data Migration Description: Data is stored as a combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard windows File Restore Processes or by Standard ETL Processes, or files can be copied or moved by an individual user through normal Windows features.
Metadata Description: Standard metadata is captured when uploaded to the file server and is dependent on the file type (PDF, TXT, etc.)
Contact Information
Contact Name: Simone N/A Cuarino
Job Title: MH/IDD Program Director
Address 1: 400 Deaderick Street
Address 2: 10th Floor
City: Nashville
Zip: 37243
Phone: 615 532 6511
Email: simone.cuarino@tn.gov
Agency: Dept. of Intellectual & Developmental Disabilities
Agency Head: Debra K. Payne, Commissioner
Director: Jordan Allen, Deputy Commissioner
Allotment Code: 344.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-02-2017 No recommended changes.
Tennessee State Libary and Archives: 03-02-2017 No recommended changes.
Comptroller Audit Review: 2017-03-06 We have reviewed RDA 2990 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-09-2017 Thank you!
RMD Director Recomendations: 03-26-2018 RDA 2990 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2990.
Signed Form Received: 2018-03-22
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 2990.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1184 2990 2018-04-25 Approved