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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW09
Database ID: 1800
Record Series Title: Attendance and Leave Records
Record Series Abstract: Documents relating to attendance and leave, including correspondence such as notice of holidays and hours worked. Records covered under SW19 Active Employee Files, SW04 Employee Medical Records, or SW03 Human Resources Employee Information Documents shall not be destroyed under this RDA.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are to be maintained in agency for five years and then destroyed by state approved method. FORMER RDA: S1505
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1800
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 - current
Annual Accumulation: Agency records officer shall keep documentation of specific volume.
Current Volume: Agency records officer shall keep documentation of specific volume.
Record Value: Administrative, Fiscal
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: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5
Agency Retention - Years Inactive: 0
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): 02-07-2014 No recommended changes.
Tennessee State Libary and Archives: 02-10-2014 No recommended changes.
Comptroller Audit Review: 2014-02-10 We have reviewed RDA SW09 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 05-14-2014 Agree with Audit recommendations to increase retention time to five years.
RMD Director Recomendations: 05-16-2014 RDA SW09 is a request to revise an RDA. The retention period will change from three years to five years. The electronic format is being added to the records series. Recommend approval of RDA SW09 with the following changes: Change Total Retention: 5 years Disposition Notes to reflect five years Agency Retention: 5 years
Signed Form Received: 2014-05-16
PRC Meeting Date: 05-27-2014
PRC Comments: Approved with the retention change to 5 years per staff recommendations.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1800 SW09 2014-05-27 Approved with Changes