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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2252
Database ID: 717
Record Series Title: UNEMPLOYMENT INSURANCE (UI) BENEFIT DATA
Record Series Abstract: The record series contains financial, statistical and programmatic records related to the administration of the state UI program including: UI benefit eligibility determinations and supporting documents submitted by claimants and employers for claims filed in accordance with T.C.A. Title 50, Chapter 7, lower and higher authority appeals decisions and supporting documents, worksite and industry classification surveys, Federally required reports containing data derived from state UI operations, Major Layoff files, Trade Readjustment Allowance determinations and supporting documents, Disaster Unemployment Assistance determinations and supporting documents and records related to the billing for UI interstate claims. Employment Security (E.S.) Legal case files (including correspondence, subpoenas, notices and similar papers) and collection files for the collection of past due employer accounts and benefit overpayments.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Record series is generated in paper and electronically. Once verified on the server the paper is destroyed and the electronic version is kept for five years unless there is ongoing litigation. Once the retention period has ended, records for which there is no ongoing litigation will be destroyed in compliance with state standards for the destruction of information. Records for which there is ongoing litigation will be destroyed in compliance with state standards for the destruction of information after the close of the case.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 717
Record Location: OIR Data Center
File Arrangement: numeric
Media Format Generated: Both
Media Format Stored: Electronic: Sconpreadsheet/Database
Date Range: 2010 to present
Annual Accumulation: 60 GB
Current Volume: 100 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 1
Past Year: 1
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: USDOL
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: T.C.A. 50-7-701
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 29 CFR 97.42 Records must be retained for three years. If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 3-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: OIR secure server
IT-ABC Number: No IT-ABC # associated with TLWD at this time
Hardware Description: OIR Shared Oracle Database
Software Description: Custom Java application
System Location: OIR Data Center
Backup Procedures: OIR does nightly incremental backups and weekly full backups of the data center.
Disaster Recovery: Duplicate server is located at a separate location and is backed up nightly. Disaster recovery plan is maintained by OIR.
Data Migration Description: Images are imported into the UI Document Management System on the OIR Shared Oracle Database.
Metadata Description: 9 digit social security number, 8 digit employer account number, alpha numeric name search and source document type
Contact Information
Contact Name: Sharon Coleman
Job Title: ASA 3
Address 1: 220 French Landing Drive
Address 2: Floor B-2
City: Nashville
Zip: 37243
Phone: 615-741-2430
Email: sharon.coleman@tn.gov
Agency: Dept. of Labor & Workforce Development
Agency Head: Burns Phillips
Director: Carl Attkisson
Allotment Code: 33720
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-07-2016 Please clarify cut off. Disposition states calendar year and close of a case.
Tennessee State Libary and Archives: 01-07-2016 TSLA concurs in RMD comments.
Comptroller Audit Review: 2016-01-07 Audit concurs with RMD comments.
Agency: 01-06-2016 RDA has been revised to include electronic accumulation, volume, legal documentation, additional Electronic Records Plan Inventory information and sample.
RMD Director Recomendations: 02-10-2016 RDA 2252 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. the retention period will increase from three years to five years and the format will change to paper/electronic. RDA 2252 revisions will allow other RDAs pertaining to UI records and data to be retired under this RDA. Recommend approval of request to revise RDA 2252.
Signed Form Received: 2016-02-10
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2252.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
717 2252 2016-02-25 Approved