Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA Management System
RDA Details
Database ID: 2012
Record Series Title: Affirmative Action Compliance Records
Record Series Abstract: Affirmative Action Program records and any supporting documentation related to recruitment, selection, and advancement of employees that may be used to show compliance with federal Affirmative Action rules and regulations
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: 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: View Form
Worksheet ID: 2014
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, Legal
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: Yes
If Shared, List Agencies: Appropriate Federal Agency, Department of Labor
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 4
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: 41 CFR §60-1
Record Sample: No Sample
Legal Documentation: View 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
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 305.13
Action Requested: New RDA
  Date Comments
Records Management Division (RMD): 06-04-2015 No recommended changes.
Tennessee State Library and Archives: 06-04-2015 No recommended changes.
Comptroller Audit Review: 2015-06-08 We have reviewed RDA SW29 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-08-2015 Agency concurs, thank you
RMD Director Recommendations: 06-09-2015 RDA SW29 is a request for a new statewide RDA. The retention period will be five years and the format paper/electronic. Recommend approval of RDA SW29.
Signed Form Received: 2015-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA SW29.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2012 SW29 2015-06-23 Approved