An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11127
Effective Date
Record Series Abstract
Records consist of United States military active duty orders for state employee military personnel, and related records. These are utilized by the Tennessee Department of Human Resources to administer active duty employees' pay, benefits, sick leave, longevity pay, etc.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon separation of the employee
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After separation of the employee, maintain in agency for five (5) years; then destroy by state-approved methods.
Worksheet
Record Location
312 Rosa L. Parks Blvd., TN Tower-17th Floor; Agency Resource Center (ARC) file room, Nashville, TN 37243
File Arrangement
Alphabetical
Media Format Generated
Paper
Media Format Stored
Paper
Date Range
to
Agency
Allotment Code
31901
Annual Accumulation
Less than 1 cubic foot
Current Volume
5 cubic feet
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
n/a
RDA Comments
Records Management Division (RMD)
08-06-2015
Please clarify if these records are to be kept permanently or destroyed. Please clarify if retention period satisfy public need. Please check if there are any federal or state legal citation.
Tennessee State Library and Archives
08-06-2015
TSLA concurs in RMD comment.
Comptroller Audit Review
08-10-2015
Audit concurs with RMD comments.
Agency Records Officer
08-20-2015
These records are to be destroyed after the suggested 5 year retention period with none of them being kept permanently. These active duty military orders are only used to verify when a state employee was officially activated to assist in calculating proper pay and benefits from the state payroll. Public need is meant since according to SECNAVINST 5212.5C, these military orders are only retained by the Federal Government for 2 years then destroyed and the state is keeping them for 5 years. No state legal citation could be found at this time.
RMD Director
09-19-2015
RDA 11127 is a request for a new RDA. The retention period will be for five years and destroy. The format will be paper. Recommend approval of request for new RDA 11127 with the following changes: Retention End Action - Destroy
Public Records Commission
10-13-2015
PRC approves RDA 11127 with the following changes: Retention End Action - Destroy