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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11345
Database ID: 2555
Record Series Title: Provider Sanctions and Sanction Appeals
Record Series Abstract: These records consist of but are not limited to: warning and sanction letters, documentation justifying warnings or sanctions, internal correspondence requests by providers for appeal, acknowledgement of receipt and subsequent correspondence, letters and correspondence pertaining to settlement or hearing, pleadings, exhibits and orders in administrative proceedings. Selected printed emails will also be part of these records.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The cut off will be 5 years after the conclusion of the appeal process.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are maintained and stored in the DIDD Office of General Counsel. Thereafter stored in DIDD warehouse until end of file retention and then destroyed in accordance with state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2749
Record Location: Office of General Counsel, 315 Deaderick Street, 8th Floor UB Tower, Nashville, TN 37243 DIDD warehouse storage at 275 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement: alpha numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2010-current
Annual Accumulation: 1.5 cubic feet - paper 24 megabytes - electronic
Current Volume: 13 cubic feet - paper 201 megabytes
Record Value: 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: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: TCA 33-3-103 classifies as confidential documents directly or indirectly identifying a service recipient. Some records may also be confidential as attorney/client privileged communications.
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 33-3-103
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Shared File Servers
IT-ABC Number: n/a
Hardware Description: Windows Servers 2012 R2
Software Description: MS Windows applications
System Location: State of Tennessee Data Centers
Backup Procedures: Replication across Data Centers, Complete Weekly File back up.
Disaster Recovery: 3 months on site, 7 years Stone Mountain
Data Migration Description: Data is stored as combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file.
Metadata Description: Standard Metadata is captured when uploaded to the file server and is dependent on the file type (PDF, TXT, ETC.)
Contact Information
Contact Name: Simone N/A Cuarino
Job Title: Director of Records Compliance
Address 1: 315 Deaderick Street
Address 2: 8th Floor UBS Tower
City: Nashville
Zip: 37243
Phone: 615-532-6511
Email: simone.cuairno@tn.gov
Agency: Dept. of Intellectual & Developmental Disabilities
Agency Head: Brad Turner, Commissioner
Director: Theresa Sloan, General Counsel/Assistant Commissioner
Allotment Code: 344.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 04-24-2019 No recommended changes.
Tennessee State Libary and Archives: 04-25-2019 No recommended changes.
Comptroller Audit Review: 2019-04-25 We have reviewed RDA 11345 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-29-2019 Thank you!
RMD Director Recomendations: 04-30-2019 RDA 11345 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11345.
Signed Form Received: 2019-04-29
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 11345
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2555 11345 2019-05-22 Approved