| Worksheet ID: |
2325 |
| Record Location: |
312 Rosa L. Parks Blvd.,
TN Tower-16th Floor; Records Team file room,
Nashville, TN 37243 |
| File Arrangement: |
MICROFILM RECORDS ARE INDEXED BY ALPHABETICAL NAME |
| Media Format Generated: |
Both |
| Media Format Stored: |
Electronic/Film |
| Date Range: |
1936 TO CURRENT. |
| Annual Accumulation: |
DOHR\'S FILE ROOM MAINTAINS A CONSTANT 300 CUBIC FT. OF SEPARATED EMPLOYEE FILES IN THE PROCESSING PIPELINE. THEY ALSO MAINTAIN 1183 MICROFILM ROLLS WITHIN THE RECORDS DIVISION ALONG WITH A DUPLICATE SET MAINTAINED AT THE STATE RECORDS CENTER. THE ELECTRONIC ANNUAL ACCUMULATION OF SEPARATED EMPLOYEE FILES IS EQUAL TO 30 CUBIC FT. RECEIVED MONTHLY(360 CUBIC FT. ANNUAL) AVERAGING 25 RECORDS PER CUBIC FOOT AVERAGING 2,538(KB) PER RECORD RESULTING IN 63,450(KB)PER.CUBIC FEET WHICH EQUALS 1,903,500(KB) MONTHLY 30X12= 22,842,000(KB)ANNUALLY. Pay and leave information is generated every 2 weeks for all state employees. Supplemental pay records are unpredictable and varies from month-to-month on total accumulation. DOHR currently has approx. 500,000 sheets of microfiche on hand pertaining to pay and leave records. Annual accumulation 5,000,000 KB Pay & Leave Records |
| Current Volume: |
PAPER- 100 CUBIC FT. Separated Employee Files
ELECTRONIC-794 GB Separated Employee Files
MICROFILM ROLLS-2366 Separated Employee Files
MICRIFICHE 500,000 sheets Pay & Leave Records |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
825 |
| Past Year: |
900 |
| 2 - 5 Years: |
39 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Duplicate |
| Essential Record Stored: |
ORIGINAL SEPARATED STATE EMPLOYEE RECORDS ARE DESTROYED ONCE AN ELECTRONIC(1995-CURRENT)DUPLICATE IS MADE. 1936-1995 ORIGINAL MICROFILM REELS OF SEPARATED EMPLOYEES ARE MAINTAINED AT THE STATE STORAGE CENTER AND A DUPLICATE COPY OF MICROFILM IS MAINTAINED INSIDE THE RECORDS DIVISION OF THE DEPT. OF HUMAN RESOURCES. Pay & Leave Data is no longer generated on paper and captured in Edison. Supplemental pay records are generated on paper and converted to electronic and stored in FileNet. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
65 YEARS |
| Agency Retention - Years Active: |
65 |
| Agency Retention - Years Inactive: |
0 |
| Records Center Retention Period: |
0 |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
NO |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
FileNet and Edison |
| IT-ABC Number: |
NA |
| Hardware Description: |
Vendor server farm (FileNet).
Vendor server farm (Edison) |
| Software Description: |
Proprietary on-line vendor software. |
| System Location: |
http://ae.ecm.tn.gov/WorkplaceXT/ContainerLogin.jsp Physical location unknown.
https://www.edison.tn.gov/ |
| Backup Procedures: |
Vendor conducts incremental backup daily and full system backup weekly. |
| 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: |
No current migration of data needed, but in the event, data migration will occur when support for the existing file format is deemed obsolete or when software or hardware system changes require the movement of this electronic data from a specified format to a different file format. Annual reviews of this data will be conducted by DOHR’s Records Director to ensure file formats are functional and operational. In the event migration is needed, the IT section and the Records Director will develop a solution to move data to a current file format that is appropriate to the RDA retention requirement for that specific data. This migration may include translation of the data to a current file format, conversion to an acceptable current file format to preserve the integrity of the information of the data, or movement of the data to a legacy architecture that maintains the environment where the format is considered current as long as this effort has full functional and operational support.
|
| Metadata Description: |
Content Subject/Title (FileFileNet Workplace XT My Workplace/https://ae5.ecm.tn.gov/workplaceXT/Home Page.jsp? Contains documents relating to separated employee’s work history with the state of Tennessee. Date created 1996. Located on OIR server designated for use by the Department of Human Resources, 505 Deaderick St. James K. Polk Bldg. 1st Floor.
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