Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10062
Database ID: 1333
Record Series Title: WAGE ITEM DATABASE
Record Series Abstract: THE RECORD SERIES CONTAINS WAGE DATA SUBMITTED BY TENNESSEE EMPLOYERS FOR EACH OF THEIR WORKERS. RECORDS ORIGINATE FROM THE ONLINE REPORTING SYSTEM, THIRD PARTY UPLOAD SYSTEM, AND PAPER WAGE REPORTS. CONTAINS SSN'S NAMES AND WAGES FOR TN WORKERS. USED FOR THE PURPOSE OF FILING UNEMPLOYMENT BENEFIT CLAIMS.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Calendar Quarter
Total Retention: 8 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Record series is generated in paper and electronically. Records originating from the online reporting system and third party upload system are transferred to UI mainframe. Paper documents are scanned into the IBML scanner and SoftTrac server and transferred to the UI mainframe. Once verified on the Unemployment Insurance mainframe, the paper is destroyed and the electronic version is kept for 7 years.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1333
Record Location: 220 French Landing Drive, Nashville, TN 37243
File Arrangement: SOCIAL SECURITY NUMBER OR ACCOUNT NUMBER
Media Format Generated: Electronic
Media Format Stored: ELECTRONIC
Date Range: 3/2010 - Current
Annual Accumulation: 26 VOLUMES OR 2.13 GB
Current Volume: 26 VOLUMES OR 2.13 GB
Record Value: Administrative
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 100000
Past Year: 100000
2 - 5 Years: 1000
Over 5 Years: 500
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Private Companies and State Agencies
Essential Record: TRUE
Essential Record Stored:
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 50-7-701
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 YEARS
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: YES, TCA 50-7-701.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ATOS/Bull Helios4 mainframe
IT-ABC Number:
Hardware Description: VIRTUOSO MEDIA STORAGE
Software Description: COBOL 74
System Location: Data Center/Iron Mountain
Backup Procedures: FILES ARE BACKED UP NIGHTLY.
Disaster Recovery: MAINFRAME DATABASES ARE BACKED UP ANNUALLY IN PHOENIX, AZ. COMPLETE DISASTER RECOVERY PLAN IS ON FILE WITH THE AGENCY'S IT SECURITY DIRECTOR.
Data Migration Description: Records originating from the online reporting system and third party upload system are transferred to UI mainframe. Paper documents are scanned into the IBML scanner and SoftTrac server and transferred to the UI mainframe.
Metadata Description: RECORD LAYOUT CONTAINS WORKER SOCIAL SECURITY NUMBERS, FIRST INITIAL, MIDDLE INITIAL, LAST NAME, QUARTER YEAR AND OTHER WAGE RECORD DATA. COMPLETE RECORD LAYOUT IS ON FILE WITH THE AGENCY'S IT DEPARTMENT.
Contact Information
Contact Name: Sharon Coleman
Job Title: ASA 3
Address 1: 220 French Landing Drive
Address 2: Floor 2-B
City: Nashville
Zip: 37243
Phone: 615-741-2430
Email: sharon.coleman@tn.gov
Agency: Dept. of Labor & Workforce Development
Agency Head: BURNS PHILLIPS
Director: Carl Attkisson
Allotment Code: 33720
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-07-2016 Please explain reasoning behind 8 years retention. 1/8/15: Agency has provided terminology for Calendar Quarter as \\\\\\\"one of the four periods of three months each of a calendar year.\\\\\\\"
Tennessee State Libary and Archives: 01-07-2016 TSLA concurs in RMD comments.
Comptroller Audit Review: 2016-01-07 Audit concurs with RMD comments.
Agency: 01-12-2016 Total Retention should be changed to 7 years 0 months. Under TDLWD rule 0800-10-03-.10, all records which employing units are required by this regulation to maintain shall be preserved for a period of not less than seven (7) years. Disposition notes should be entered as follows: Record series is generated in paper and electronically. Records originating from the online reporting system and third party upload system are transferred to UI mainframe. Records are cut off each calendar quarter. Once the record is cut off, paper documents are scanned into the IBML scanner and SoftTrac server and transferred to the UI mainframe. Once verified on the Unemployment Insurance mainframe, the paper is destroyed in accordance with state requirements and the electronic version is retained for 7 years. When the retention period has ended, the records are destroyed in accordance with state requirements for the destruction of confidential records.
RMD Director Recomendations: 02-11-2016 RDA 10062 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will change from one year 3 months to seven years. The format will remain electronic. Recommend approval of request to revise RDA 10062 with the following changes: Total Retention: 7 years Disposition: Change eight years to seven years in last sentence of Disposition Agency Retention: 8 years
Signed Form Received: 2016-02-10
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 10062 with the following changes Total Retention: 7 years Disposition: Change eight years to seven years in last sentence of Disposition Agency Retention: 8 years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1333 10062 2016-02-25 Approved with Changes