An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1280
Effective Date
Record Series Abstract
The official personnel records for each state employee who has separated from state service, pay and leave information, including Supplemental pay records.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon employee separation from state service.
Total Retention Years
65
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Upon cutoff, the records are to be scanned and stored on electronic server; the hard copies are to be destroyed upon verification that the records were properly scanned and uploaded to the server; maintain in agency 65 years, then destroy by approved methods. Original and duplicate microfilm reels of separated employee personnel records from 1936 to 1995 are maintained at the state records center (original reels) and in-agency (duplicate reels). After approval of this RDA by the Public Records Commission, all microfilm records 65 years old or greater shall be destroyed by approved methods. DOHR will be the official record holder. To maintain confidentiality and ensure proper record-keeping, Agency Records Officers should dispose of employee copies within six months of separation processing.
Worksheet
Record Location
312 Rosa L. Parks Blvd., TN Tower-17th Floor; Records Team file room, Nashville, TN 37243
File Arrangement
MICROFILM RECORDS ARE INDEXED BY ALPHABETICAL NAME
Media Format Generated
Electronic
Media Format Stored
Electronic
Film
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Film: Microfilm
Date Range
1936 to Current
Agency
Allotment Code
31901
Annual Accumulation
DOHR'S FILE ROOM MAINTAINS A CONSTANT 300 CUBIC FT. OF SEPARATED EMPLOYEE FILES IN THE PROCESSING PIPELINE. THEY ALSO MAINTAIN 1183 MICROFILM ROLLS WITHIN THE RECORDS DIVISION ALONG WITH A DUPLICATE SET MAINTAINED AT THE STATE RECORDS CENTER. THE ELECTRONIC ANNUAL ACCUMULATION OF SEPARATED EMPLOYEE FILES IS EQUAL TO 30 CUBIC FT. RECEIVED MONTHLY(360 CUBIC FT. ANNUAL) AVERAGING 25 RECORDS PER CUBIC FOOT AVERAGING 2,538(KB) PER RECORD RESULTING IN 63,450(KB)PER.CUBIC FEET WHICH EQUALS 1,903,500(KB) MONTHLY 30X12= 22,842,000(KB)ANNUALLY. Pay and leave information is generated every 2 weeks for all state employees. Supplemental pay records are unpredictable and varies from month-to-month on total accumulation. DOHR currently has approx. 500,000 sheets of microfiche on hand pertaining to pay and leave records. Annual accumulation 5,000,000 KB Pay & Leave Records
Current Volume
PAPER- 100 CUBIC FT. Separated Employee Files ELECTRONIC-794 GB Separated Employee Files MICROFILM ROLLS-2366 Separated Employee Files MICRIFICHE 500,000 sheets Pay & Leave Records
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
ORIGINAL SEPARATED STATE EMPLOYEE RECORDS ARE DESTROYED ONCE AN ELECTRONIC(1995-CURRENT)DUPLICATE IS MADE. 1936-1995 ORIGINAL MICROFILM REELS OF SEPARATED EMPLOYEES ARE MAINTAINED AT THE STATE STORAGE CENTER AND A DUPLICATE COPY OF MICROFILM IS MAINTAINED INSIDE THE RECORDS DIVISION OF THE DEPT. OF HUMAN RESOURCES. Pay & Leave Data is no longer generated on paper and captured in Edison. Supplemental pay records are generated on paper and converted to electronic and stored in FileNet.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
65 YEARS
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
FileNet and Edison
Hardware Description
Vendor server farm (FileNet). Vendor server farm (Edison)
Software Description
Proprietary on-line vendor software.
System Location
http://ae.ecm.tn.gov/WorkplaceXT/ContainerLogin.jsp Physical location unknown. https://www.edison.tn.gov/
Backup Procedures
Vendor conducts incremental backup daily and full system backup weekly.
Disaster Recovery
Disaster Recovery procedures established by the Department of Finance and Administration (F&A) under the Information Systems Council (ISC) Policy 9.00
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 DOHR'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)
02-01-2024
No recommended changes.
Tennessee State Library and Archives
01-31-2024
No recommended changes.
Comptroller Audit Review
02-02-2024
We have reviewed RDA 1280 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-16-2024
To maintain confidentiality and ensure proper record-keeping, Agency Records Officers should dispose of employee copies within six months of separation processing.
RMD Director
02-27-2024
RDA 1280 is a request to revise an RDA. The retention period will remain sixty-five years and then destroy. The format will remain electronic. Recommend approval of the request to revise RDA 1280.
Public Records Commission
04-24-2024
PRC approves RDA 1280