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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11146
Database ID: 2457
Record Series Title: TennCare Health Maintenance Organization (HMO), Prepaid Limited Health Service Organization (PLHSO), and Third-Party Administrator (TPA) Charter Files
Record Series Abstract: TennCare HMO/PLHSO/TPA 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. 2. Biographical affidavits and any other required information for new officers and directors, 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, 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 upon an HMO’s or a PLHSO’s surrendering its certificate of authority, a TPA non-renews its certificate of authority, or when the HMO/PLHSO has been liquidated and liquidation has been terminated by court order.
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records may be maintained in either paper or electronic format. Paper copies of electronic records may be destroyed if the electronic file has been verified for completeness and accuracy. Paper records of Charter files that are active will be retained in Agency for 6 years then transferred to the State Records Center for as long as the HMO/PLSHO/TPA continues participation in the TennCare Program. Paper records of Charter files deemed inactive, will be held in Agency 6 years, then destroyed by state approved methods. Electronic records of Charter files that are active will be maintained in Agency as long as the HMO/PLHSO/TPA continues participation in the TennCare Program. Electronic records of Charter files deemed inactive will be held in Agency for 6 years then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2460
Record Location: Davy Crockett Tower, 500 James Robertson Pkwy, Nashville, TN 37243
File Arrangement: By HMO company name
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 01/1995 - current
Annual Accumulation: 1 cu. ft Paper/1 GB Electronic
Current Volume: 20 cu. ft. Paper/50 GB Electronic
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: 500 James Robertson Pkwy, Nashville, TN 37243
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 56-32-125, 56-32-135, 56-51-150 and 71-5-142
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 6 Years
Agency Retention - Years Active: 1 Year
Agency Retention - Years Inactive: 5 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 56-32-103 and TCA 56-32-104
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Abacus Law 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: Jill Wilder
Job Title: Records Officer
Address 1: 500 James Robertson Parkway
Address 2: Davy Crockett Tower, 8th Floor
City: Nashville
Zip: 37243
Phone: 615-532-6391
Email: Jill.wilder@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Commissioner Hodgen M. Mainda
Director: Lisa Jordan
Allotment Code: 33504
Status
Action Requested: Revision
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 11146 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 11146 is a request to revise an RDA. The retention period will remain six years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 11146.
Signed Form Received: 2018-10-02
PRC Meeting Date: 10-30-2018
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