| Worksheet ID: |
1985 |
| Record Location: |
Division of TennCare will store these records at 227 French Landing and 310 Great Circle Road Nashville, TN.37243 as space allows and then moved to Richards and Richards |
| File Arrangement: |
Case Number |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
2006-Current |
| Annual Accumulation: |
150 cu.ft. paper
1 gigabytes |
| Current Volume: |
500 cu.ft. paper
4 gigabytes
|
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
5 |
| Past Year: |
60 |
| 2 - 5 Years: |
50 |
| Over 5 Years:
|
60 |
|
| Data Update Frequency: |
Weekly |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Centers for Medicare and Medicaid Services, advocacy groups, court system |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
Division of TennCare will store these records at 227 French Landing and 310 Great Circle Road Nashville, TN.37243 as space allows and then moved to Richards and Richards |
| Essential Record Media Type: |
Paper |
| Confidential: |
Yes |
| Confidential Legal Citation: |
Because they contain Protected Health Information and Federal Tax Information they should be treated as confidential.45CFR 164.502 |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
10 years |
| Agency Retention - Years Active: |
3 years |
| Agency Retention - Years Inactive: |
7 years |
| Records Center Retention Period: |
until end of retention period |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
TCA 4-5-319 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
STS Windows File Share ( Shared Partition) |
| IT-ABC Number: |
N/A |
| Hardware Description: |
STS VM 2012 server |
| Software Description: |
(OGC Commissioner Designee)
Windows 2012
(Medical Services and Eligibility Commissioner's Designee)
Microsoft SQL Server, MS Word documents and pdf files |
| System Location: |
(OGC Commissioner Designee)
STS Date Center South
(Medical Services and Eligibility Commissioner's Designee)
TennCare Data Center
|
| Backup Procedures: |
(OGC Commissioner Designee)
daily incremental, weekly, monthly
(off-site; meaning the tape is located at Iron Mountain and not the data center)
(Medical Services and Eligibility Commissioner's Designee)
Nightly incremental, weekly full backup |
| Disaster Recovery: |
On file with TennCare-Member Services |
| Data Migration Description: |
These records will be migrated as part of our normal server migration process. |
| Metadata Description: |
date, file type, name |
