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Discrimination and Harassment Investigation files

RDA Number
SW14
Effective Date
Record Series Abstract
Documents relating to discrimination and workplace harassment investigations. Examples: investigation intake/referral (PR-0411), investigation memos, Equal Employment Opportunity Commission charges/documents, Tennessee Human Rights Commission charges/documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year the investigation is concluded.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are maintained for five years after cut off, then destroyed. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in Paper Format may be transferred to the State Records Center. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment. Records series may contain sensitive or confidential information, such as that protected by attorney client privilege, that is to be kept confidential according legal requirements. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. FORMER RDA: S2963
Agency
Allotment Code
30513
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
Alpha Numeric
Date Range
current
Annual Accumulation
Agency records officer shall keep documentation of specific volume.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Legal
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
Records Center Retention Period
0
Record Sample PDF
2545.sample.pdf375.96 KB
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 system 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
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.
Legacy Revision UUID
2545