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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11182
Database ID: 2149
Record Series Title: Tennessee Department of Human Services, Rehabilitation Services, Community Tennessee Rehabilitation Centers (TRC) Client/Participant Payroll Records
Record Series Abstract: This record series consists of a client/participant Work Order, Time Study, Vendor Statement and Invoice, Time Cards, Tennessee Rehabilitation Center (TRC) Daily Time & Production Sheet, Bi-Weekly Time Sheet, Payroll Check Copy, FA-0234(Rev 07/08) State of Tennessee Remittance Advice Payment Made Through Automated Clearing House Form, (USCIS Form I-9)Employment Eligibility Verification, (Form W-2) Wage and Tax Statement, (Form W-4) Employee’s Allowance Withholding Certificate and other related documents.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off happens when client/participant enrollment in the program has ended.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Paper payroll records are created for each client/participant's eligibility and participation in a Tennessee Rehabilitation Center (TRC) workshop component. The payroll records are maintained during client/participant tenure in the program and for 5 years after cut off. The client/participant payroll records are then destroyed according to state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2150
Record Location: Records are located at the 17 Statewide Community Tennessee Rehabilitation Centers (TRC) locations and Tennessee Rehabilitation Center (TRC) at Smyrna.
File Arrangement: alpha/numeric
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2008 to present
Annual Accumulation: 18 cft
Current Volume: 239 cft
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 500
Past Year: 200
2 - 5 Years: 50
Over 5 Years: 10
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Department of Labor, Internal Revenue Service, Commission on Accreditation of Rehabilitation Facilities (CARF)
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: T.C.A. 49-11-613 / 29 C.F.R 516 and 525
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years 0 months
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: T.C.A. 49-11-613 / 29 C.F.R 516 and 525
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
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Software Description:
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Backup Procedures:
Disaster Recovery:
Data Migration Description:
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Contact Information
Contact Name: Karen Maclin-Barber
Job Title: TDHS Records Liaison
Address 1: Citizens Plaza Building
Address 2: 400 Deaderick Street, 3rd Floor
City: Nashville
Zip: 37243
Phone: 615-253-1195
Email: karen.maclin-barber@tn.gov
Agency: Dept. of Human Services
Agency Head: Commissioner Raquel Hatter
Director: RMU Director, Pennye Neal
Allotment Code: 345.00
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 07-28-2016 No recommended changes.
Tennessee State Libary and Archives: 07-28-2016 No recommended changes.
Comptroller Audit Review: 2016-08-01 We have reviewed RDA ID 2149 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-03-2016 No recommended changes.
RMD Director Recomendations: 09-30-2016 RDA 11182 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper. Recommend approval of request to create RDA 11182.
Signed Form Received: 2016-09-30
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 11182.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2149 11182 2016-11-03 Approved