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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW03
Database ID: 1794
Record Series Title: Human Resources Employee Information Documents
Record Series Abstract: Documents pertaining to office personnel locator information, supervisory/employee information, and separated employee records. Records covered under SW19 Active Employee Files shall not be destroyed under this RDA. Examples: Cards or sheets showing name, address, telephone number, and similar data for each office employee; printouts.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off when employee terminates.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are cut off when the employee terminates, maintained for fice years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in Paper format may be transferred to the State Records Center. Records in electronic format shall be maintained in Office of Information Resources (OIR) approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. FORMER RDA's MERGED: S470-2, S470-3, S470-5
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1794
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: alpha numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1990 to current
Annual Accumulation: Agency records officer shall keep documentation of specific accumulation.
Current Volume: Agency records officer shall keep documentation of specific volume.
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
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: Agency records officer shall keep documentation of specific location of essential record. Any electronic version shall be kept in an OIR approved environment.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 10
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name.
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR).
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Agency shall use File Types and Formats that are considered High Confidence by OIR.
System Location: Agency Records Officer shall document the system location.
Backup Procedures: Backup procedures system shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Office for Information Resources (OIR). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Metadata Description: File Name, Date Created, File Type, & Date Modified
Contact Information
Contact Name: Records Management
Job Title: Records Management Division
Address 1: 312 Rosa L. Parks Blvd.
Address 2: 8th Floor TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-5739
Email: records.management@tn.gov
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-08-2014 No recommended changes.
Tennessee State Libary and Archives: 05-12-2014 No recommended changes.
Comptroller Audit Review: 2014-05-12 We have reviewed RDA SW03 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-14-2014 Agency concurs.
RMD Director Recomendations: 05-16-2014 RDA SW03 is a request to revise an RDA. The retention period will be reduced from 75 years to 10 years and the electronic format will be added. The title was also changed from to include Employee Information to clarify the abstract of this records series describes employee locator information and not the main active employee human resource file. The primary Active Employee Files will be covered under the combination of SW19 Active Employee Files and 1280 Separated Employee Records with a 150 year retention. Recommend approval of RDA SW03.
Signed Form Received: 2014-05-16
PRC Meeting Date: 05-27-2014
PRC Comments:
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1794 SW03 2014-05-27 Approved
2088 SW03 2016-02-25 Approved
2192 SW03 2017-03-28 Approved