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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11124
Database ID: 2025
Record Series Title: Employee Relations Records
Record Series Abstract: Records include: Performance Management Administrative Review records and related correspondence; Reduction in Force (RIF) records which include RIF approval letters;agency RIF plans and Employee Rating Reports.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency for ten (10) years; then destroy by state-approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2027
Record Location: 312 Rosa L. Parks Blvd., TN Tower-16th Floor; Employee Relations (ER) Office, Nashville, TN 37243
File Arrangement: alpha-numeric
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 2004 to present
Annual Accumulation: Less than 1 cubic foot Less than 1 gigabyte
Current Volume: 6 cubic feet 4.5 gigabytes
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 50
Past Year: 10
2 - 5 Years: 5
Over 5 Years: 1
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: 505 Deaderick Street, 1st Floor James K. Polk Bldg. Nashville, TN
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active: 10 years
Agency Retention - Years Inactive: n/a
Records Center Retention Period: n/a
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Edison Perfromance Management / DOHR H-Drive Employee Relations
IT-ABC Number: NA
Hardware Description: Vendor server farm (Edison)/ Internal DOHR server located on the 1st floor of the James K. Polk Bldg. at 505 Deaderick Street Nashville, TN 37243.
Software Description: Proprietary on-line vendor software / Microsoft Office Suite installed on work stations of DOHR employees.
System Location: Vendor server farm (Edison) / DOHR internal server I located on the 1st floor of the James K. Polk Bldg. at 505 Deaderick Street Nashville, TN 37243.
Backup Procedures: Edison is backed up incrementally everyday and full systems backup once a week. Backup procedures-Symantec Net backup every night at 6:00 pm and incremental backups 7 days a week. This process in managed by the Department of Finance and Administration within their Office of Information Resources (OIR) division.
Disaster Recovery: Disaster Recovery procedures established by the Department of Finance and Administration (F&A) under the Information Systems Council (ISC) Policy 9.00
Data Migration Description: NA
Metadata Description: NA
Contact Information
Contact Name: Donna Pewitt
Job Title: Director, Employee Relations Division, TN Department of Human Resources
Address 1: 505 Deaderick Street James K. Polk Building 1st floor
Address 2:
City: Nashville
Zip: 37243-0635
Phone: 615--741-2191
Email: donna.pewitt@tn.gov
Agency: Dept. of Human Resources
Agency Head: Rebecca Hunter
Director: Steve Brown
Allotment Code: 31901
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-28-2016 Agency will provide Records Management Data Migration and Metadata Description. Records management will update RDA when information is provided.
Tennessee State Libary and Archives: 02-01-2016 TSLA concurs with RMD comments.
Comptroller Audit Review: 2016-02-01 We have reviewed RDA 11124 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-02-2016 These records are individual employee records. The Migration and Metadata description are not applicable since these records are housed in Edison and individual agencies don\\\\\\\'t have the ability to back-up, manipulate or perform any other functions other than input data on pre-existing templates. Edison is the standard state contracted program used by all state agencies, boards and commissions. I discussed this Data Migration and Metadata Description topic with Director Kevin Callaghan and we agreed this is not something we can control or track since this is a State approved vendor that manages this site information (Edison) and DOHR has no control over migrating this data.
RMD Director Recomendations: 02-03-2016 RDA 11124 is a request for a new RDA. The retention period will be ten years and destroy. The format will be paper/electronic. The information is stored in the State\\\'s Edison system. Records Management is contacting Edison Administration to determine appropriate response for Data Migration and Meta Data. Records Management will update worksheet with the response. Recommend approval of request to to create RDA 11124.
Signed Form Received: 2016-02-02
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 11124.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2025 11124 2016-02-25 Approved