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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2996
Database ID: 1190
Record Series Title: TENNCARE MANAGED CARE COMPANY’S EXAMINATION ANALYSES AND REPORTS
Record Series Abstract: RECORDS RELATED TO THE EXAMINATION AND ONGOING MONITORING OF A TENNCARE MANAGED CARE COMPANY’S (MCC’S) FINANCIAL POSITION AND RECORDS INCLUDE, BUT ARE NOT LIMITED TO, ELECTRONIC DATA FILES FROM MCCS, TRIAL BALANCES AND GENERAL LEDGERS, TENNCARE CLAIMS PAYMENT INFORMATION, INTERNAL CONTROL QUESTIONNAIRES, INFORMATION PLACED ON EXCEL SPREAD SHEETS OR ENTERED INTO ACCESS DATABASES, AND PROVIDER NETWORK ADEQUACY REVIEWS.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: RECORDS ARE GENERATED IN BOTH ELECTRONIC AND PAPER FORMAT. ELECTONIC FILES SHOULD BE VERIFIED FOR COMPLETENESS AND ACCURACY. PAPER RECORDS ARE TO BE MAINTAINED IN AGENCY 2 YEARS; THEN TRANSFERRED TO THE STATE RECORDS CENTER; HELD FOR 4 YEARS; THEN DESTROYED BY STATE APPROVED METHODS. ELECTRONIC FILES ARE MAINTAINED IN AGENCY FOR 6 YEARS.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1190
Record Location: 500 JAMES ROBERTSON PKWY, NASHVILLE, TN 37243
File Arrangement: ABACUS MATTER FILE NAME/MATTER NUMBER
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1995 - PRESENT
Annual Accumulation: 2 cubic ft, 15 GB ELECTRONIC
Current Volume: 240 GB ELECTRONIC/15 CU. FT PAPER
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 20
Past Year: 10
2 - 5 Years: 5
Over 5 Years: 1
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCAs 56-32-125, 56-32-135, 56-51-150, and 71-5-142
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 6
Agency Retention - Years Active: 2
Agency Retention - Years Inactive:
Records Center Retention Period: 4
Final Disposition after Retention Expires:
Legal Citation: TCAs 56-32-125, 56-32-135, 56-51-150, and 71-5-142
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ABACUSLAW CLOUD
IT-ABC Number:
Hardware Description: THE DATA IS STORED ON A VM CLOUD ENVIRONMENT.
Software Description: THE DATA IS STORED ON A VM CLOUD ENVIRONMENT.
System Location: LAS VEGAS, NEVADA
Backup Procedures: A SNAP-SHOT IS TAKEN NIGHTLY THAT INCLUDES THE ABACUS APPLICATION AND DATA
Disaster Recovery: RESTORE FROM MOST RECENT GOOD SNAP-SHOT.
Data Migration Description: THE DATA WAS COPIED FROM THE STATE SHARED DRIVE TO AN ENCRYPTED EXTERNAL DRIVE AND THEN SHIPPED TO THE VENDOR TO HAVE THE DATA LOADED IN THE CLOUD ENVIRONMENT.
Metadata Description: THE DATA COLLECT IS OUTLOOK.MSG AND ADOBE PDF FILES LOCATED ON THE APPLICATION SERVER.
Contact Information
Contact Name: Susan Page
Job Title: RECORDS OFFICER
Address 1: 500 James Robertson Parkway
Address 2:
City: Nashville
Zip: 37243
Phone: 615-253-8397
Email: Susan.J.Page@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Hodgen M. Mainda - Commissioner
Director: LISA JORDAN/ELAINE MOORE
Allotment Code: 335.04
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-27-2018 No recommended changes.
Tennessee State Libary and Archives: 09-28-2018 No recommended changes.
Comptroller Audit Review: 2018-09-27 We have reviewed RDA 2996 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-28-2018 Agency concurs with no recommended changes.
RMD Director Recomendations: 10-02-2018 RDA 2996 is a request to revise an RDA. The retention period will change from ten years to six years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2996.
Signed Form Received: 2018-10-02
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 2996.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1190 2996 2018-10-30 Approved