An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11164
Effective Date
Record Series Abstract
Illegal Alien Act Investigations are conducted to gather information from individuals, corporations, partnerships, associations, or any other legal entity subject to the law to determine that employers are compliant or non-compliant with statutory requirements. This record series is generated from Labor Standards inspections performed in the field by Labor Standards Inspectors and maintained in both paper and electronic format. Documentation may include Illegal Alien Complaint Forms, inspection reports, all Notices and Orders, License Suspension cover letters, Administrative Warrant documents, all Request for Information letters, I-9 Forms, and all other program documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off is when compliance is achieved or when the matter is referred to local authorities for license suspension.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are maintained for five (5) years (paper and electronic) following completion of the Labor Standards investigation or when the matter is referred to local authorities for license suspension. The records will be stored at 220 French Landing Drive, Floor 2B, Nashville, TN 37243. Inspectors' reports are generated on State Approved Computer System, and copies are printed and maintained in physical files.
Worksheet
Record Location
WRC Division - Labor Standards Unit - 220 French Landing Drive, Floor 2B - Nashville, TN 37243
File Arrangement
Alphabetical according to Fiscal Year
Media Format Generated
Both
Date Range
7/1/2013 through present
Allotment Code
337.06
Annual Accumulation
1 cu. ft. (0.47 gb)
Current Volume
0.5 cu. ft. 0.24 gb
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Homeland Security
Essential Record
Yes - Duplicate
Essential Record Stored
WRC Division - Labor Standards Unit 220 French Landing Drive, 2B Nashville, TN
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
Tenn. Code Ann. Section 10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
Tenn. Code Ann. Section 10-7-504
Electronic Records Plan Inventory
System Name
SmartSearch/State Approved Imaging System
Hardware Description
The State Approved Imaging System application resides in the VMWare shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
Software Description
The State Approved Imaging System application resides in the VMware shared environment at STS's Data Center South. The application is accessed via a client that is installed on the desktop of the users. The Desktops all have the Windows 7 Operating System.
System Location
STS Data Center South, Smyrna, TN
Backup Procedures
Standard STS Data Center back up procedures are in place. Backups are taken nightly and stored on-site until weekly back up is taken to Iron Mountain back up storage facility.
Disaster Recovery
The State Approved Imaging System application resides at the Data Center and is backed up nightly. Backups are stored off-site weekly. Bronze Level Disaster Recovery is used for State Approved Imaging System. Recovery in a disaster could take between one (1) to three (3) weeks.
Data Migration Description
The State-Approved Imaging System data resides in an SQL database located at the STS Data Center. If there were a need for migration, it could be done by a DBA and the System Administrator for the State Approved Imaging System. The data is not migrated; it is an insular system. There are no plans to migrate this electronic series. The data remains in a VMWARE server, and may be accessed only by secure computers, and is backed up offsite.
RDA Comments
Records Management Division (RMD)
04-24-2019
No recommended changes.
Tennessee State Library and Archives
04-25-2019
No recommended changes.
Comptroller Audit Review
04-25-2019
We have reviewed RDA 11164 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-29-2019
Agency concurs.
RMD Director
04-29-2019
RDA 11164 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11164.
Public Records Commission
05-22-2019
PRC approves RDA 11164