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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11127
Database ID: 2028
Record Series Title: Military Active Duty Orders
Record Series Abstract: Records consist of United States military active duty orders for state employee military personnel, and related records. These are utilized by the Tennessee Department of Human Resources to administer active duty employees' pay, benefits, sick leave, longevity pay, etc.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Upon separation of the employee
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After separation of the employee, maintain in agency for five (5) years; then destroy by state-approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2030
Record Location: 312 Rosa L. Parks Blvd., TN Tower-17th Floor; Agency Resource Center (ARC) file room, Nashville, TN 37243
File Arrangement: Alphabetical
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2001 to present
Annual Accumulation: Less than 1 cubic foot
Current Volume: 5 cubic feet
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 10
Past Year: 5
2 - 5 Years: 2
Over 5 Years: 1
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
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: 5 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:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Sheila Marchman
Job Title: Director of Technical Services Division, TN Dept of Human Resources
Address 1: 505 Deaderick Street James K. Polk Building
Address 2:
City: Nashville
Zip: 37243-0635
Phone: 615-741-2087
Email: sheila.marchman@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): 08-06-2015 Please clarify if these records are to be kept permanently or destroyed. Please clarify if retention period satisfy public need. Please check if there are any federal or state legal citation.
Tennessee State Libary and Archives: 08-06-2015 TSLA concurs in RMD comment.
Comptroller Audit Review: 2015-08-10 Audit concurs with RMD comments.
Agency: 08-20-2015 These records are to be destroyed after the suggested 5 year retention period with none of them being kept permanently. These active duty military orders are only used to verify when a state employee was officially activated to assist in calculating proper pay and benefits from the state payroll. Public need is meant since according to SECNAVINST 5212.5C, these military orders are only retained by the Federal Government for 2 years then destroyed and the state is keeping them for 5 years. No state legal citation could be found at this time.
RMD Director Recomendations: 09-19-2015 RDA 11127 is a request for a new RDA. The retention period will be for five years and destroy. The format will be paper. Recommend approval of request for new RDA 11127 with the following changes: Retention End Action - Destroy
Signed Form Received: 2015-09-18
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 11127 with the following changes: Retention End Action - Destroy
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
2028 11127 2015-10-13 Approved with Changes