An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW29
Effective Date
Record Series Abstract
Affirmative Action Program records and any supporting documentation related to recruitment, selection, and advancement of employees that may be used to show compliance with federal Affirmative Action rules and regulations
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for the destruction of confidential information.
Worksheet
Record Location
Records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Date Range
1970 to current
Agency
Allotment Code
305.13
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Appropriate Federal Agency, Department of Labor
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
41 CFR 60-1
Electronic Records Plan Inventory
System Name
Records Officer shall document system name.
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). The 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
The backup procedures system shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of 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.
RDA Comments
Records Management Division (RMD)
06-04-2015
No recommended changes.
Tennessee State Library and Archives
06-04-2015
No recommended changes.
Comptroller Audit Review
06-08-2015
We have reviewed RDA SW29 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-08-2015
Agency concurs, thank you
RMD Director
06-09-2015
RDA SW29 is a request for a new statewide RDA. The retention period will be five years and the format paper/electronic. Recommend approval of RDA SW29.
Public Records Commission
06-23-2015
PRC approves RDA SW29.