An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11123
Effective Date
Record Series Abstract
The T.E.A.M. Act (Tennessee Excellence in Accountability Management Act) requires state agencies to interview all eligible veterans for a given position in state employment. This record series includes the bypass letters the Department of Human Resources receives and maintains from agencies when a non-veteran is selected for a state position over a veteran.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain in agency 10 years; then destroy by state-approved methods. By law the plaintiff has 5 years to file a lawsuit in reference to this.
Worksheet
Record Location
312 Rosa L. Parks Blvd., TN Tower-17th Floor; Agency Resource Center (ARC) file room, Nashville, TN 37243
File Arrangement
Alpha-Chronological
Media Format Generated
Electronic
Media Format Stored
Electronic
Paper
Date Range
2016 to Current
Agency
Allotment Code
31901
Annual Accumulation
1 cubic foot; 2,000 GB
Current Volume
9 cubic feet; 14,000 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
17th floor WRS Tennessee Tower, 312 Rosa L. Parks Blvd. Nashville, TN 37243 .
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
T.C.A. 8-30-307
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
n/a
Retention Legal Citation
T.C.A 8-30-307
Electronic Records Plan Inventory
System Name
Edison/ FileNet
Hardware Description
Internal DOHR server located on the 17th floor WRS Tennessee Tower, 312 Rosa L. Parks Blvd. Nashville, TN 37243
Software Description
FileNet /Edison
System Location
DOHR internal server is located on the 17th floor WRS Tennessee Tower, 312 Rosa L. Parks Blvd. Nashville, TN 37243 .
Backup Procedures
Backup procedures-Symantec Net backup every night at 6:00 pm and incremental backups 7 days a week. This process in managed by the Department of Finance and Administration, Strategic Technology Solutions (STS).
Disaster Recovery
Disaster recovery plan is located on DOHR's Intranet site at
http://intranet.tn.gov/dohr/emergency/pdf/Systems%20Disaster%20Recovery%20P1an.pdf
http://intranet.tn.gov/dohr/emergency/pdf/Systems%20Disaster%20Recovery%20P1an.pdf
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 DOH R'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.
RDA Comments
Records Management Division (RMD)
03-16-2023
No recommended changes.
Tennessee State Library and Archives
03-21-2023
No recommended changes.
Comptroller Audit Review
03-21-2023
We have reviewed RDA 11123 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-23-2023
No additional comments.
RMD Director
05-11-2023
RDA 11123 is a request to revise an RDA. The retention period will change from seven years and then destroy to ten years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11123.
Public Records Commission
09-28-2023
PRC approves RDA 11123.