Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW28
Database ID: 2011
Record Series Title: Employment Applications - Not Selected Candidates
Record Series Abstract: Application documents, hiring information, job registers, and resumes of candidates that were not selected for the position. Records include applications for full-time, part-time, temporary, and unpaid such as internships. These fall under three categories: Unsuccessful - applicant met criteria but were not hired, Non-responsive - applicants that did not submit required material or respond back to attempted communication, and Rejected - applications that were not submitted by the set deadline for submission or failed to meet minimum requirements.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Selection of successful applicant
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records will be kept for five years after the selection of candidate. 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 electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Office of Information Resources (OIR). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2015
Record Location: Records officer shall keep documentation of specific location.
File Arrangement: alpha numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: current
Annual Accumulation: Agency records officer shall keep documentation of annual accumulation.
Current Volume: Agency records officer shall keep documentation of specific volume.
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 1
Past Year: 1
2 - 5 Years: 1
Over 5 Years: 1
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: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive: 5
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:
Address 1: 312 Rosa L. Parks Avenue
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: 305.13
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-04-2015 No recommended changes.
Tennessee State Libary and Archives: 06-04-2015 No recommended changes.
Comptroller Audit Review: 2015-06-08 We have reviewed RDA SW28 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-08-2015 Agency concurs, thank you
RMD Director Recomendations: 06-09-2015 RDA SW28 is a request for a new statewide RDA. The retention period will be five years and the format paper/electronic. Recommend approval of RDA SW28.
Signed Form Received: 0205-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA SW28.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2011 SW28 2015-06-23 Approved