Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11100
Database ID: 2002
Record Series Title: Workers' Compensation Claim Documentation
Record Series Abstract: Record series contains workers' compensation claim documents for state employees. Files include, but are not limited to: first notices of loss or first reports of injury, medical records, medical bills, letters of denial or approval, and correspondence between medical providers and the third party program administrator. Record series also contains pre-claim documentation where no claim is filed ("incident only").
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Files are cut off at the closure of claim.
Total Retention: 30 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are maintained off-site by a third party vendor. Beginning in 2007, incoming paper files were scanned and held electronically. Paper records are destroyed after verification of electronic record. At the termination of any contract, electronic files and any remaining paper records will be transferred from the old administrator to the new administrator. Records are maintained for 30 years and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2004
Record Location: Andrew Jackson Building, 15th floor
File Arrangement: alpha and numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1980s to current
Annual Accumulation: N/A
Current Volume: N/A
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 5
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: essential record stored electronically and held by the third party program administrator; Treasury department has access to the database
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 10-7-504 (Confidential records -- exceptions)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 30 years
Agency Retention - Years Active: 30 years
Agency Retention - Years Inactive: 0 years
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Workers Compensation System
IT-ABC Number:
Hardware Description: Vendor system server array. Contract information on file with Treasurer IT Division.
Software Description: Vendor system server array. Contract information on file with Treasurer IT Division.
System Location: Vendor location, contract information on file with Treasurer IT Division.
Backup Procedures: Data is backed up on a daily basis. Contract information on file with Treasurer IT Division.
Disaster Recovery: Disaster recovery information on file with Treasurer IT Division.
Data Migration Description: Data migration information on file with Treasurer IT Division.
Metadata Description: Meta Data information includes file name, file type, author, date created. Further details on file with Treasurer IT Division.
Contact Information
Contact Name: Janice Patton
Job Title: Records Manager
Address 1: Andrew Jackson Building, 14th floor
Address 2: 502 Deaderick St.
City: Nashville
Zip: 37243
Phone: (615) 253-8757
Email: janice.patton@tn.gov
Agency: Dept. of Treasury
Agency Head: David H. Lillard, Jr.
Director: Mary Griffin
Allotment Code: 309
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-26-2015 No recommended changes.
Tennessee State Libary and Archives: 02-26-2015 No recommended changes.
Comptroller Audit Review: 2015-02-27 We have reviewed RDA 11100 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-02-2015 Agency concurs.
RMD Director Recomendations: 03-04-2015 RDA 11100 is a request for a new RDA. The retention period will be thirty years and destroy. The format will be electronic. Recommend approval of RDA 11100.
Signed Form Received: 2015-03-04
PRC Meeting Date: 03-30-2015
PRC Comments: Approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2002 11100 2015-03-30 Approved