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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10063
Database ID: 1334
Record Series Title: UNEMPLOYMENT INSURANCE BENEFITS DATABASE
Record Series Abstract: The records series consists of Unemployment Insurance (UI) records for individual paid and denied UI benefit claims filed in accordance with T.C.A., Title 50 Chapter 7. The records include claimant personal identification information,work authorization status, citizenship status, employment and wage records, monetary and separation eligibility determinations, lower and higher authority appeals history, benefit payment history, correspondence history, records relating to employee new hires to prevent overpayments, claimant overpayment history and employer benefit charge history.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Benefit Year Ending Date of Claim - A benefit year is the fifty-two (52) consecutive week period beginning with the first day of the first week with respect to which an individual files a valid claim for UI benefits.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Record series is generated in paper and electronically. Once verified on the UI mainframe, the paper is destroyed in accordance with state requirements for the destruction of confidential information. Records are maintained on the UI Bull Mainframe in an OIR approved off-site data center in Phoenix, AZ for the duration of the retention period. Once the retention period has ended, records for which there is no ongoing litigation and no outstanding overpayment balance are purged from the system.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1334
Record Location: Data Center - Phoenix, AZ
File Arrangement: numeric
Media Format Generated: Both
Media Format Stored: Electronic: Other
Date Range: 2007 - Present
Annual Accumulation: Virtual Tape 1,250 volumes
Current Volume: Virtual Tape 10,000 volumes
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 500
Past Year: 200
2 - 5 Years: 50
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: United States Department of Labor
Essential Record: TRUE
Essential Record Stored: Off-site storage - OIR approved secure Data Center, Phoenix, AZ
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 50-7-701
Media Recommendation: Current Format
Media Recommendation Other: N/A
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 29 CFR 97.42 - Records must be retained for three years.If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 3-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ATOS/Bull Helios4 mainframe
IT-ABC Number: cg - remote - 08
Hardware Description: Helios-4 mainframe
Software Description: GCOS8 OS / IDS/ii hierarchical DB
System Location: Phoenix, AZ
Backup Procedures: Archived off-line when needed then stored on container tapes at Iron Mountain
Disaster Recovery: Mainframe databases are backed up daily and tested annually in December. System was re-certified December 2015. 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: 9 digit social security number, 8 digit employer account number, alpha numeric name search and source document type
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 No recommended changes.
Tennessee State Libary and Archives: 01-07-2016 No recommended changes.
Comptroller Audit Review: 2016-01-07 We have reviewed RDA 10063 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 01-15-2016 No comments
RMD Director Recomendations: 02-11-2016 RDA 10063 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will change from two years to five years. The format will be paper/electronic. Recommend approval of request to revise RDA 10063.
Signed Form Received: 2016-02-10
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 10063.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1334 10063 2016-02-25 Approved