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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW-U09
Database ID: 2213
Record Series Title: University Personnel Records
Record Series Abstract: Personnel Records of university employees. Files are comprised of official personnel files for each employee of the university. At a minimum, these files contain documentation of the employee's payroll history with the department.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Separation of Employee
Total Retention: 65 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Upon cutoff, the records may be scanned and stored on electronic server; the hard copies may be destroyed upon verification that the records were properly scanned and uploaded to the server; maintain in agency 65 years, then destroy by approved methods.
View Signed Form: View Form
Worksheet
Worksheet ID: 2216
Record Location: Agency records officer shall keep documentation of specific location.
File Arrangement: Alpha Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: Current
Annual Accumulation: Agency records officer shall keep documentation of annual accumulation.
Current Volume: Agency records officer shall keep documentation of total volume.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 1
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Original stored in administrative office until employee separation. Copy is to be kept at separate location/server from original.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 65
Agency Retention - Years Active: 1 years
Agency Retention - Years Inactive: 64 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: Records Officer shall document system name
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location: Agency Records Officer shall document the system location.
Backup Procedures: Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS. Backup procedures shall be reviewed and tested annually.
Disaster Recovery: The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Metadata Description: File Name, Date Created, File Type, & Date Modified
Contact Information
Contact Name: Records Management
Job Title: Records Management Division
Address 1: 312 Rosa L. Parks Blvd.
Address 2: 8th Floor TN Tower
City: Nashville
Zip: 37243
Phone: 615-741-5739
Email: records.management@tn.gov
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 07-20-2017 No Recommended Changes.
Tennessee State Library and Archives: 08-02-2017 No recommended changes.
Comptroller Audit Review: 2017-07-25 We have reviewed RDA SW-U09 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-03-2017 Agency Concurs
RMD Director Recommendations: 08-15-2017 RDA SW-U09 is a request for a new RDA. The retention period will be sixty-five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW-U09.
Signed Form Received: 2017-08-15
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA SW-U09.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2213 SW-U09 2017-09-07 Approved