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Separated Employee Records

RDA Number
1280
Effective Date
Record Series Abstract
The official personnel records for each state employee who has separated from state service.
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.
Allotment Code
31901
Record Location
MICROFILM OF SEPARATED EMPLOYEE RECORDS ARE LOCATED AT 505 DEADERICK STREET, JAMES K. POLK BLDG., 2ND FLOOR, DEPARTMENT OF HUMAN RESOURCES, RECORDS DIVISION, FILE ROOM AREA. DIGITIZED SEPARATED EMPLOYEE RECORDS ARE MAINTAINED IN FILENET MANAGED BY OIR.
File Arrangement
MICROFILM RECORDS ARE INDEXED BY ALPHABETICAL NAME
Date Range
1936 TO CURRENT.
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.
Current Volume
PAPER- 300 CUBIC FT. ELECTRONIC-794 GB MICROFILM ROLLS-1183
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.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
65 YEARS
Records Center Retention Period
0
Record Sample PDF
226.sample.pdf307.44 KB
System Name
FileNet
IT-ABC Number
NA
Hardware Description
Vendor server farm (FileNet).
Software Description
Proprietary on-line vendor software.
System Location
http://ae.ecm.tn.gov/WorkplaceXT/ContainerLogin.jsp Physical location unknown.
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.
Legacy Revision UUID
226