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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1695
Database ID: 366
Record Series Title: Insurance Rate Documents
Record Series Abstract: The records contain, but are not limited to the following documents: insurance rate information, supplementary rate information, supporting information, policy forms and endorsements.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: At the end of the minimum period
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The records will be kept in the office of the insurance division for a minimum of five years. At the end of the minimum period, files are to be reviewed and necessary data is to be extracted from the records if applicable, and all purged documents from the record will be destroyed by state approved methods. These records are stored on the National Association of Insurance Commissioners ("NAIC") computer systems. A variety of NAIC systems may use data that has been submitted to the NAIC by the state or by the industry. This data is an NAIC-owned proprietary asset that is accessible by state insurance regulators, but is not part of a repository for state-owned data. Examples include financial statement filings submitted by the insurance industry and information submitted by state regulators such as closed complaint information, regulatory actions, and examination reports. While this information is submitted to the NAIC to share with other state insurance regulators, systems such as Financial Examination Electronic Tracking System ("FEETS") and Examination Tracking System ("ETS") are not repositories of state-owned examination files. NAIC Systems with State-Owned Data System for Electronic Rate and Form Filing ("SERFF") is the system used by insurers to file Rate and Form filings to the state Department of Insurance ("DOI") and for the state DOI personnel to review those filings. All of the data associated to the filing is kept in the SERFF database. This database is housed at the NAIC but the data contained in it is owned by the states. Currently this data is kept on a permanent basis, but will have a ten year retention placed on it after the approval of this RDA. Tennessee has three instances in the SERFF database for filing to their state. There is a Life & Health instance, a Property & Casualty instance and a Workers’ Compensation instance. Tennessee began using SERFF in 2007. Tennessee does not mandate that filers use SERFF. The OPTins system is used by insurers to file tax filings with the state DOI, or other state agency with oversight over premium tax filings, and for the state personnel to review that information. The data associated to the filing is kept in the OPTins database. This database is housed at the NAIC but the data contained in it is owned by the states. Currently this data is kept on a permanent basis, but will have a minimum three year retention placed on it after the approval of this RDA. Tennessee began using OPTins for the collection of Premium Tax information in February 2012. The State Based Systems ("SBS") system is an electronic system owned by the NAIC and enhanced in partnership with state insurance departments. The purpose of the SBS initiative is to provide a comprehensive, web-based application for use by state regulators in support of insurance regulatory functions. SBS enables state insurance departments to more efficiently and effectively process license applications, renewals, inquiries, complaints, enforcement actions, etc., with minimum effort and remain compliant with national uniformity initiatives. Tennessee uses these SBS services for Producer Licensing, Company Licensing, Continuing Education, Consumer Services,US Department of Health and Human Services, CAPG, Affordable Health Care Act, Enforcement, Investigations and Revenue. All the data associated with SBS is contained in the SBS-TN database housed at the NAIC. All data contained in the SBS-TN database is the property of the state. Data was migrated from the state’s legacy systems when Tennessee transitioned to SBS in February 2010. Currently this data is kept on a permanent basis, but will have a minimum three year retention placed on it after the approval of this RDA.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 366
Record Location: Main Processing Center – NAIC Central Office – 1100 Walnut, Kansas City, MO 64106 Davy Crockett Tower, 500 James Robertson Parkway, Nashville, TN 37243
File Arrangement: Alpha for paper documents and NAIC for electronic
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1990-current
Annual Accumulation: 1 cubic foot, 1 GB
Current Volume: 1 cubic foot, 1 GB
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 10
Past Year: 1
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency: Yearly
Information Shared Outside of State: Yes
If Shared, List Agencies: The information is not shared with any agencies, but can be shared with the public upon request.
Essential Record: Yes - Original
Essential Record Stored: Main Processing Center – NAIC Central Office – 1100 Walnut, Kansas City, MO 64106 Davy Crockett Tower, 500 James Robertson Parkway, Nashville, TN 37243
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other: N/A
Agency Retention: Minimum of 5 years
Agency Retention - Years Active: Minimum of 5 years
Agency Retention - Years Inactive: N/A
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: SERFF
IT-ABC Number: N/A
Hardware Description: Hardware Environment •SERFF – HP Itanium based RX and RP servers for frontend (web), backend (batch) and database
Software Description: SERFF – HP-UX 11.31 Server OS with Frontend utilizing Oracle OHS/OAS environment for java 1.5 code and C++ CGIs. Backend mainly C++ and java 1.5 applications and database using Oracle 10G RDBMS
System Location: Main Processing Center – NAIC Central Office – 1100 Walnut Street, Kansas City, MO 64106 Co-Location/DR Center – Arsalon Technologies - 15721 College Boulevard, Lenexa, KS 66219
Backup Procedures: Daily, weekly and monthly hot database backups are conducted along with archive logs enabling point-in-time recovery; monthly backups are retained for seven months. Daily and monthly Exchange backups are conducted; monthly backups are retained for thirteen months. Other non-database backups are conducted on a daily, weekly and monthly basis; monthly backups are retained for thirteen months. Backups are replicated to our disaster recovery site for redundancy purposes. All backups are written to disk arrays using de-duplication.
Disaster Recovery: Replication to redundant systems utilizing hardware at Co-Location Facility.
Data Migration Description: All the data associated with SBS is contained in the SBS-TN database housed at the NAIC. All data contained in the SBS-TN database is the property of the state. Data was migrated from the state’s legacy systems when TN transitioned to SBS in February 2010. Currently this data is kept on a permanent basis.
Metadata Description: Date, NAIC number, name of company
Contact Information
Contact Name: Susan Page
Job Title: Records Officer
Address 1: Davy Crockett Tower
Address 2: 500 James Robertson Parkway
City: Nashville
Zip: TN
Phone: 615-253-8397
Email: Susan.J.Page@tn.gov
Agency: Dept. of Commerce and Insurance
Agency Head: Hodgen M. Mainda - Commissioner
Director: N/A
Allotment Code: 33501
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 11-06-2014 RDA is missing Audit Requirement, Essential Record Stored Information, Essential Record Media Type, and Sample. 3/9/15: RMD has updated RDA to reflect agency consent.
Tennessee State Libary and Archives: 11-06-2014 TSLA concurs in RMD comments.
Comptroller Audit Review: 2014-11-14 We have reviewed RDA 1695 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 03-09-2015 Please change the retention period to five years, as recommended. The audit requirement is \"state.\" The record is an essential record, and is stored electronically. I have a sample available, please advise how to upload the sample.
RMD Director Recomendations: 03-12-2015 RDA 1695 is a request to revise an RDA. The retention period will increase from three years to five years. The format will be paper/electronic. Recommend approval of RDA 1695.
Signed Form Received: 2015-03-12
PRC Meeting Date: 03-30-2015
PRC Comments: RDA 1695 approved by the PRC.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
366 1695 2015-03-30 Approved