State flag of Tennessee An official website of the Tennessee Secretary of State.

Active Employee Files

RDA Number
SW19
Effective Date
Record Series Abstract
These files consist of Departmental Employee Human Resources (HR) information and contains documentation that includes Department of Human Resources (DoHR) Form 0307. Records covered under SW03 Human Resources Employee Eligibility Documentation shall not be destroyed under this RDA.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the time of separation of the employee.
Total Retention Years
0
Total Retention Months
6
Retention End Action
Destroy
Disposition Notes
Files may be scanned and converted into PDF images. Once images have been reviewed and verified, paper documents may be destroyed. Transfer record to Department of Human Resources (DOHR) when employee separates from the State of TN. If employee is transferring to another agency, the record is sent to the new employing agency. At separation of employee, record transfers to DOHR within 30 days and falls under the RDA 1280, Separated Employee Records. Agency is to confirm receipt of record by DOHR before destruction of agency copy. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
Alphabetically
Media Format Generated
Both
Date Range
1978 to Current
Agency
Allotment Code
30513
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
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original stored in agency until employee separation. Copy is to be kept at separate location/server from original.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 months
Records Center Retention Period
0
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 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.
Records Management Division (RMD)
01-14-2016
No recommended changes.
Tennessee State Library and Archives
01-14-2016
No recommended changes.
Comptroller Audit Review
01-14-2016
We have reviewed RDA SW19 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-21-2016
Agency concurs, thank you
RMD Director
02-08-2016
RDA SW19 is a request to revise an RDA. The Abstract is being updated but the retention period for the agency copy will remain six months and destroy. The record will still be transferred to Department of Human Resources for retention under RDA 1280. The format will remain paper/electronic. Recommend approval of request to revise RDA SW19.
Public Records Commission
02-25-2016
PRC approves RDA SW19.