| Worksheet ID: |
550 |
| Record Location: |
Tenncare, 310 Great Cr. Rd. Nashville, Tn. Provider Services 2 West. And Richards and Richards |
| File Arrangement: |
Alpha |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1992-2013 (file kept in paper format)
as of 2013-current (new files are
electronic and some paper) |
| Annual Accumulation: |
100 cu. ft.
2TB |
| Current Volume: |
816 cu. ft
54 GB |
| Record Value: |
Administrative |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
20 |
| Past Year: |
20 |
| 2 - 5 Years: |
20 |
| Over 5 Years:
|
20 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
TRUE |
| Essential Record Stored: |
310 Great Circle Road Nashville TN 37228
Richards and Richards |
| Essential Record Media Type: |
Paper |
| Confidential: |
FALSE |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
After cut off, maintain paper records in agency 1 year. Then transfer to the Records Center for 5 years and destroy by State approved methods. Electronic records will be maintained on State servers.The software supporting the Provider electronic registration program is being custom built for TennCare. It currently does not have the capability to notify users when a record needs to be deleted due to the expiration of the applicable RDA time period. HCFA anticipates having the contractor build this capability into the system in 2016. |
| Agency Retention - Years Active: |
1 years |
| Agency Retention - Years Inactive: |
5 years |
| Records Center Retention Period: |
5 years |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
§ 71-5-184 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
Interchange |
| IT-ABC Number: |
DC57-2007-LP-001 |
| Hardware Description: |
The System platform consist of two Oracle/SUN M8000 servers divided into multiple domains that support the Interchange environment. The system is a client/server application running an Oracle database. The data is stored on a Hitachi SAN in the Oracle Database |
| Software Description: |
The software is a custom application written by HP utilizing an Oracle database to store the data |
| System Location: |
The physical location of the system is at the State Data Center operated by the Office for Information Resources here at the State. |
| Backup Procedures: |
The data is stored on two Data Domain DDR appliances. In addition to the DDR storage the data is also written daily to LTO4 data tapes on an L700 Sun Tape Library. The tapes are moved off site daily to an Iron Mountain facility |
| Disaster Recovery: |
During normal operations the system would be restored utilizing the Netbackup catalog and tape. The last full backup would be restored and then RMAN would read in the redo logs to bring the database up to the last point in time. If the location was breached the system would be recovered at the companion State Data Center via block level replication at the SAN level between the two facilities |
| Data Migration Description: |
TennCare has the capability to migrate data via three different types of technology:the Data Domain Appliance,LTO4 tape or block level replication to another SAN. |
| Metadata Description: |
The Oracle relational database keeps metadata in two areas: the data dictionary tables and a metadata registry. The type and length and format are variable types depending upon the object in question |
