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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2207
Database ID: 678
Record Series Title: Workforce Innovation and Opportunitues Act (WIOA) PROGRAM RECORDS
Record Series Abstract: ORGANIZATIONAL CHART, Workforce Innovation and Opportunitues Act (WIOA) STATE PLAN & APPROVAL, WIOA CONTRACTS, Memorandum of Understanding (MOU), WIOA WAIVERS, PERFORMANCE NEGOTIATIONS, Local Workforce Development Areas (LWDA) PLANS, RISK ASSESSMENT, CORRECTIVE ACTION PLAN, VARIOUS REPORTS & ANNUALS/GUIDES/PUBLICATIONS, STATE & LOCAL BOARD APPOINTMENTS/BY-LAWS/Meeting (MTG) MINUTES, GRANTS, ETC. RAPID RESPONSE MTGS/GROUPWISE CALENDARS, Worker Adjustment and Retraining Notification (WARN) INFORMATION, CONTRACTS (FAST TRACK, APPRENTICESHIP ASSISTANCE PROGRAM, TN ECONOMIC RECOVERY TRAINING GRANT), INCUMBENT WORKER GRANT, Eligible Training Provider List (ETPL) APPLICATION, ETPL CHANGE FORM, ETPL ANNUAL REPORT
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Files are to be cut off at the end of each fiscal year, then maintain in agency five years. After audit the records are no longer active. Records converted from paper to electronic will be verified for completeness and accuracy before destruction of the paper copy. Electronic record will be kept for remainder of five year retention period.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 678
Record Location: 75 AMERICAN JOB CENTERS ACROSS THE STATE.
File Arrangement: All: Alpha, numeric, and other methods
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: CURRENT
Annual Accumulation: 800 cu/2 GB
Current Volume: 1372 cu/15.97434 GB
Record Value: Administrative
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: United States Department of Labor
Essential Record: TRUE
Essential Record Stored: State Server
Essential Record Media Type: Electronic
Confidential: FALSE
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: 2CFR200.333
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ag03sdcwf505 File Share
IT-ABC Number: N/A
Hardware Description: Virtual Server in OIR data center
Software Description: N/A
System Location: OIR Data Center South
Backup Procedures: backed up by OIR
Disaster Recovery: OIR is responsible
Data Migration Description: N/A
Metadata Description: N/A
Contact Information
Contact Name: Lane Marks
Job Title: Special Projects Coordinator
Address 1: 220 French Landing Drive
Address 2:
City: Nashville
Zip: 37243
Phone: 615.532.0978
Email: lane.j.marks@tn.gov
Agency: Dept. of Labor & Workforce Development
Agency Head: Burns Phillips
Director: Sterling van der Spuy
Allotment Code: 337.10
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 02-11-2016 Recommend 5 year retention after cut off. Current disposition would result in a longer than 5 year retention. Please clarify retention and disposition. Missing reference frequency and sample. Please complete Electronic Records Plan Inventory.
Tennessee State Libary and Archives: 02-11-2016 TSLA concurs in RMD comments.
Comptroller Audit Review: 2016-02-11 We have reviewed RDA 2207 from an audit standpoint. We recommend changing retention period to 5 years.
Agency: 03-08-2016 The retention for RDA 2207 is currently 3 years per federal guidelines. According to the comment above, it state we will e holding records longer than the suggested time frame and we will not. Upon any changes to the state law, the agency will adhere to the 5 year retention as recommended.
RMD Director Recomendations: 04-15-2016 RDA 2207 is a request to revise an RDA. The agency is requesting the retention period remain three years. The format will change to paper/electronic. The Code of Federal Regulations (CFR) requires the records series be kept at least three years. The Comptroller is requiring the retention period be five years to encompass all the audit processes they conduct. Recommend approval of request to revise RDA 2207 with the following changes: Total Retention: five years Disposition Notes: Files are to be cut off at the end of each fiscal year, then maintain in agency five years. After audit the records are no longer active. Records converted from paper to electronic will be verified for completeness and accuracy before destruction of the paper copy. Electronic record will be kept for remainder of five year retention period. Agency Retention: five years
Signed Form Received: 2016-03-17
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 2207 with the following changes: Total Retention: five years Disposition Notes: Files are to be cut off at the end of each fiscal year, then maintain in agency five years. After audit the records are no longer active. Records converted from paper to electronic will be verified for completeness and accuracy before destruction of the paper copy. Electronic record will be kept for remainder of five year retention period. Agency Retention: five years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
678 2207 2016-06-22 Approved with Changes