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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11146
Database ID: 2080
Record Series Title: TennCare HMO Charter Files
Record Series Abstract: TennCare HMO Charter Files include, but are not limited to: 1. All documents submitted as part of the original application for a certificate of authority to operate as a TennCare HMO, including but not limited to, all memos, letters and workpapers related to the evaluation of the application. (TCA 56-32-103 subsections (b), (d), (e) and (f), and TCA 56-32-104) 2. Biographical affidavits and any other required information for new officers and directors filed pursuant to TCA 56-32-103(c)(1), including but not limited to, related memos, letters and workpapers. 3. Documents to modify the geographic areas in which the HMO is authorized to operate filed pursuant to TCA 56-32-103(c)(1), including but not limited to, related memos, letters and workpapers.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Charter files are deemed inactive after the HMOs surrender of its certificate of authority. Once the record is inactive, it will be retained 6 years then destroyed by state approved methods.
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Charter files are active and will be retained onsite at the Department of Commerce and Insurance in the TennCare division, as long as the HMO continues participation in the TennCare Program. Charter files are deemed inactive after the HMO's surrender of its certificate of authority. Once the record is inactive, it will be retained 6 years then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2084
Record Location: Davy Crockett Tower, 500 James Robertson Pkwy, 11th floor
File Arrangement: By HMO company name
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 01/1997 - current
Annual Accumulation: 3 cf paper per active company per year (approximation)
Current Volume: 40 cf - approximation
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 15
Past Year: 6
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Davy Crockett Tower, 500 James Robertson Pkwy, 11th floor
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: 56-32-125
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 6 years after the record becomes inactive
Agency Retention - Years Active: As long as the HMO continues participation in Tenn
Agency Retention - Years Inactive: Records retained onsite for 6 years after the HMOï
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: N/A
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Erica Smith
Job Title: Records Officer
Address 1: 500 James Robertson Parkway
Address 2: Davy Crockett Tower, 8th Floor
City: Nashville
Zip: 37243
Phone: 615-235-8397
Email: erica.smith@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Commissioner Julie Mix McPeak
Director: Lisa Jordan
Allotment Code: 33504
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-29-2015 No recommended changes.
Tennessee State Libary and Archives: 10-29-2015 No recommended changes.
Comptroller Audit Review: 2015-10-29 We have reviewed RDA ID 2080 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-02-2015 Thank you.
RMD Director Recomendations: 01-19-2016 RDA 11146 is a request for a new RDA. The retention period will be six years and the format will be paper.Recommend approval of request to create RDA 11146
Signed Form Received: 2015-11-10
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 11146.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2080 11146 2016-02-25 Approved
2457 11146 2018-10-30 Approved
2514 11146 2019-05-22 Approved