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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10066
Database ID: 1337
Record Series Title: Integrated Mission System (IMS) and HUD Enforcement Management System (HEMS)
Record Series Abstract: Both are databases to enter case information regarding discrimination complaints. Contact information for parties, documents case investigation and its results.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When authorized by the U.S. Equal Opportunity Employment Commission and US Department of Housing and Urban Development
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: These are Federally provided computer systems which assists both agencies to meet their mandates to alleviate illegal discrimination. The EEOC and HUD as part of their agreements retain the right to control the destruction information. Information will be maintained in database for permanent retention. Should the Federal government indicate these databases are to be destroyed the agency shall make copies for preservation or revise the RDA retention per PRC instructions.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1337
Record Location: EEOC and HUD website servers in Washington, DC.
File Arrangement: By assigned case number
Media Format Generated: Electronic
Media Format Stored: ELECTRONIC
Date Range: 1993 to current and Oct. 2016 to current
Annual Accumulation: 3 GB
Current Volume: 9 GB
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 1000
Past Year: 1000
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: EEOC Nashville, Memphis, and Washington DC offices; HUD Knoxville, Nashville and Washington, DC
Essential Record: Yes - Original
Essential Record Stored: Information is stored off-site on EEOC and HUD servers in Washington, DC.
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 4-21
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 0 years
Agency Retention - Years Active: 0 years
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: T.C.A. TITLE 4, CHAPTER 21 CFR 42 USC 2000
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Integrated Mission System (IMS) and HUD Enforcement Management System (HEMS)
IT-ABC Number:
Hardware Description: EEOC and HUD servers in Washington, DC.
Software Description: Internet Explorer and Google Chrome web applications
System Location: EEOC and HUD servers in Washington, DC.
Backup Procedures: Maintained by Federal partners
Disaster Recovery: Responsibility of the Federal partners
Data Migration Description: Responsibility of the Federal partners
Metadata Description: Responsibility of the Federal partners
Contact Information
Contact Name: Sabrina Hooper
Job Title: Deputy Director
Address 1: 312 Rosa L Parks, 23rd Floor
Address 2:
City: Nashville
Zip: 37243
Phone: 6157414940
Email: sabrina.hooper@tn.gov
Agency: TN Human Rights Commission
Agency Head: Beverly L Watts
Director:
Allotment Code: 316.04
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-19-2016 No recommended changes
Tennessee State Libary and Archives: 05-19-2016 TSLA concurs.
Comptroller Audit Review: 2016-05-20 We have reviewed RDA 10066 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 04-27-2016 revised per director and Library and Archives reveiw
RMD Director Recomendations: 05-25-2016 RDA 10066 is a request to revise an RDA. The retention period will remain permanent and the format electronic. The agency has updated the Abstract, Cut Off, Disposition, and Worksheet. The Federal Government maintains the systems and has no plans to ever dispose if these records. If that should change the agency indicates it will notify the PRC to update the RDA and preserve or dispose of the records accordingly. Recommend approval of request to revise RDA 10066.
Signed Form Received: 2016-05-25
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 10066
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1337 10066 2016-06-22 Approved