Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11164
Database ID: 2123
Record Series Title: Illegal Alien Inspections
Record Series Abstract: Inspection records include complaint forms, inspection reports, certified letters, orders,I-9 Forms, and other program forms. Paper and electronic documents are maintained in the Central Office. The purpose of the Illegal Alien Inspection is to gather information from private employers to determine whether employers are compliant or noncompliant with statutory requirements. Records will be destroyed by state approved methods.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: If compliance is achieved or when the matter is referred to local authorities for license suspension.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The paper records are submitted to the Central Office by state inspectors. Records are scanned and maintained in an approved computer operating system. The cut-off is triggered when compliance is achieved or the matter is referred to local authorities for license suspension. Records will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2125
Record Location: Nashville Central Office and other state offices
File Arrangement: Alpha and Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2011 through present
Annual Accumulation: 1 cu. ft. (0.47 gb)
Current Volume: 0.5 cu. ft. (0.23809523809 gb)
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 2
Past Year: 24
2 - 5 Years: 72
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: Homeland Security
Essential Record: Yes - Duplicate
Essential Record Stored: WRC Division - Labor Standards Unit 220 French Landing Drive, 2B Nashville, TN and other state offices
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: Tenn. Code Ann. Section 10-7-503
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 3 years
Agency Retention - Years Inactive: 2 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: SmartSearch
IT-ABC Number:
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:
City: Nashville
Zip: 37243
Phone: (615) 253-2741
Email: Kim.Y.Jefferson@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): 05-05-2016 No recommended changes.
Tennessee State Libary and Archives: 05-05-2016 No recommended changes.
Comptroller Audit Review: 2016-05-05 We have reviewed RDA 11164 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-09-2016 Thank you.
RMD Director Recomendations: 05-18-2016 RDA 11164 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create new RDA 11164.
Signed Form Received: 2016-05-17
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 11164
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2123 11164 2016-06-22 Approved
2566 11164 2019-05-22 Approved