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
Cut Off at End of
If Other, Explain
At the time of separation of the employee.
Total Retention Years
Total Retention Months
Retention End Action
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.
Agency records officer shall keep documentation of specific location.
Media Format Generated
1978 to Current
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of total volume.
Information Shared Outside the State
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
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
Records Officer shall document system name
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
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.
Agency Records Officer shall document the system location.
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.
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)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA SW19 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs, thank you
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.