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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11147
Database ID: 2090
Record Series Title: Labor Standards Investigations
Record Series Abstract: This record series contains information and documentation obtained in conjunction with Labor Standards investigations of the Child Labor Act, Wage Regulations Act, Tennessee Lawful Employment Act, and Non-Smoker Protection Act. This record series is generated from Labor Standards inspections performed in the field by Labor Standards Inspectors and maintained both in paper and electronic format. Documentation may include wage complaints, notarized statements from claimants, notarized statements from Employer, correspondence, Inspection reports, 15 day request for information letter, 7 day request for information letter, certified letters, penalty orders, initial orders, final orders, first past due notices, second past due notices, letter to the Attorney General's office for collections or bankruptcy, receipt of payment letters, and/or closing reports.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off at end of investigation and administrative process relating to investigation, unless there is pending litigation - then, if pending litigation, cut off is at end of litigation.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are maintained for five (5) years with paper copies after completion of the Labor Standards investigation. After five (5) years, the records may be destroyed unless there is pending litigation. If pending litigation, the records may be destroyed five (5) years after the conclusion of the litigation process. The records will be stored at 220 French Landing Drive, Floor 2B, Nashville, TN 37243. Inspectors' reports are generated on the Labor Standards Computer Program, but a paper copy is printed off and maintained in paper format. The current size of the Labor Standards database at the present time is approximately 110MB.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2093
Record Location: Labor Standards Unit - 220 French Landing Drive, Floor 2B - Nashville, TN 37243
File Arrangement: Alphabetical according to Fiscal Year
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 7/1/2012 through the present
Annual Accumulation: 12 cu. ft.
Current Volume: 70 cu. ft.
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 2
Past Year: 1
2 - 5 Years: 1
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Duplicate
Essential Record Stored: Labor Standards Unit - 220 French Landing Drive, Floor 2B - Nashville, TN 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive: 0 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. Sections 50-2-103, 50-5-101, 50-5-112, 50-1-701, 50-1-703, 39-17-1801, and 39-17-1806. Retention period - Five (5) years per policy of State Audit
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: SmartSearch
IT-ABC Number: CG13WC001
Hardware Description: The SmartSearch application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
Software Description: The SmartSearch application resides in the VMware shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
System Location: STS Data Center South, Smyrna, TN
Backup Procedures: Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility.
Disaster Recovery: The SmartSearch application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Bronze Level Disaster Recovery is used for SmartSearch. Recovery in a disaster could take between one (1) to three (3) weeks.
Data Migration Description: The SmartSearch data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by a DBA and the SmartSearch System Administrator.
Metadata Description: company name, establishment name, FEIN, Individual's name, City and County, Inspector's name, and PEN_FLG(Y/N)
Contact Information
Contact Name: Kim Yvette Jefferson
Job Title: Administrator
Address 1: 220 French Landing Drive
Address 2: Floor 2B
City: Nashville
Zip: 37027
Phone: 615 253-2741
Email: Kim.Y.Jeferson@tn.gov
Agency: Dept. of Labor & Workforce Development
Agency Head: Burns Phillips, Commissioner
Director: Carolyn Sherrod, Administrative Services Manager
Allotment Code: 337.06
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-07-2016 Please clarify cut off and business process. Please research any federal audits if available. Update 1-14-16: agency clarified the cut of and business process.
Tennessee State Libary and Archives: 01-07-2016 TSLA concurs with RMD comment. Update 1-19-16: TSLA concurs with changes provided by agency.
Comptroller Audit Review: 2016-01-07 Audit concurs with RMD comments.
Agency: 01-13-2016 The cut off period is at the conclusion of the investigation and administrative process. As a result of the investigation, correspondence is sent by administrative staff to the employer if the investigation shows that the employer is non-compliant. Penalties may also be assessed against non-compliant employers. The administrative process is concluded either by (1.) the employer paying the penalty, (2.) a warning being issued against the employer, or (3.) a contested case hearing being conducted. After one (1) of these events occurs, a closing report will be created to close the file and complete the administrative process. The records are then stored primarily in paper format but also scanned and stored electronically in the SmartSearch computer system for five (5) years. The records are stored in alphabetical order according to the fiscal year in which the investigation was conducted. There have been no federal audits.
RMD Director Recomendations: 01-19-2016 RDA 11147 is a request for a new RDA. The retention period will be five years and destroy. The format will be in paper. Electronic copies may be generated but the agency is indicating that the paper record will be the primary format. Recommend approval of request to create RDA 11147.
Signed Form Received: 2016-01-13
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 11147.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2090 11147 2016-02-25 Approved
2165 11147 0000-00-00 Pending