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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11051
Database ID: 1926
Record Series Title: Legal Division Merged Provider and Recipient Case Files
Record Series Abstract: Records created from merger of the recipient files from the Program Integrity Division, Criminal Investigation Division, and Legal Division. Records may include but are not limited to court documents, research materials, personnel records with affidavits of custodians of records, witness statements, investigative reports, attorney & legal assistant's notes, records of medical claims, tax records, real property records, and correspondence.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After the case files are closed in each division and then merged.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: These records are kept 5 years in the event that a new complaint is received on the same subject during that time period. Records in paper format are kept in agency for five years. They may be sent to state records center for storage. Electronic records are stored on servers in agency for the five year retention period. Electronic images converted from paper will be verified for accuracy before paper copy is destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1902
Record Location: 615 Mainstream Drive, 1st floor Nashville TN
File Arrangement: Chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2007 to present
Annual Accumulation: .5 cu ft .5 gigabytes
Current Volume: 3 cu ft 2 gigabytes
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 2
Past Year: 1
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA: 71-5-2601 and 40-30-102
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 5
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA: 71-5-2601 and 40-30-102
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Database AGCTSPRD in the Oracle Shared Environment
IT-ABC Number:
Hardware Description: OIR Oracle Shared Environment Servers
Software Description: Oracle database
System Location: OIR Data Centers (replicated across South Data Center (Smyrna)and North Data Center (Nashville))
Backup Procedures: archive logs daily incremental backups weekly full backup DDR to tape every 30 days tapes offsite biweekly
Disaster Recovery: replication across data centers and archive logs facilitates a one-hour point-in-time recovery
Data Migration Description: A home-grown windows application (Case Tracking System (CTS)) is installed on appropriate client machines. It is through the CTS software that data is moved to the oracle database.
Metadata Description: A central table contains the case record, including detail about general complaints, TennCare recipient complaints, TennCare provider complaints. Full table description is available from the OIR DRM group. Archive logs also provide metadata (who added/changed/deleted what data when).
Contact Information
Contact Name: Billie Lowe
Job Title: Records Coordinator
Address 1: 615 Mainstream Drive
Address 2: 1st Floor
City: Nashville
Zip: 37243
Phone: 615-687-7205
Email: billie.lowe@tn.gov
Agency: Dept. of Finance and Administration
Agency Head: Larry B. Martin
Director: Deborah Faulkner
Allotment Code: 317.12
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-01-2014 Please upload record sample and legal citation.
Tennessee State Libary and Archives: 05-12-2014 TSLA concurs with RMD comment.
Comptroller Audit Review: 2014-09-12 We have reviewed RDA 11051 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-12-2014 Agency concurs.
RMD Director Recomendations: 10-29-2014 RDA 11051 is a request for a new RDA. The records series will be kept for five years in paper/electronic form. Agency provided legal citation sample and records management uploaded it. No record sample uploaded as the information is too confidential to post online. Recommend approval of RDA 11051.
Signed Form Received: 2014-09-16
PRC Meeting Date: 12-02-2014
PRC Comments: RDA 11051 is approved by PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1926 11051 2014-12-02 Approved