An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1016
Effective Date
Record Series Abstract
Annual Prevailing Wage Survey records include state highway construction project survey forms, wage calculation reports, prevailing wage survey letters, and survey responses. The purpose of the Prevailing Wage survey is to gather information from highway contractors regarding the number of employees, the number of hours worked and the amount of wages paid in each wage classification. Paper and electronic documents are maintained in the Central Office. Records will be destroyed by state approved method.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon completion of the survey. Survey responses from employers must be postmarked by October 31 and will be accepted if received by the department within three (3) business days of October 31.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
This record series may include but is not limited to these records which are maintained both in paper and in electronic format (Oracle) by the agency for five (5) years. Survey participants have the option of completing and submitting surveys by paper or electronically. Surveys are sent via email/USPS to participants for completion. Completed surveys are submitted electronically or received via USPS and processed manually. This information is used to set the Prevailing Wage Rates for the upcoming year. After five (5) years, the paper records may be shredded and destroyed. The electronic records may be deleted after five (5) years by a System Administrator. The records are stored at 220 French Landing Drive, Nashville, TN 37243. Records will be destroyed by state approved method.
Worksheet
Record Location
WRC Division - Labor Standards Unit - 220 French Landing Drive, Floor 2B - Nashville, TN 37243
File Arrangement
Alpha, Numeric
Media Format Generated
Both
Date Range
2014 through current.
Allotment Code
337.06
Annual Accumulation
1.0 cu ft. (0.22 gb.)
Current Volume
5.0 cu. ft. (0.11 gb.)
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Labor Standards Unit - 220 French Landing Drive, Floor 2B - Nashville, TN 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
T.C.A. Sections 12-4-401, 12-4-403, 12-4-404, 12-4-405, and 12-4-406. Chapter 0800-03-02 Prevailing Wage Commission Rules. Retention period - five (5) years per policy of State Audit.
Electronic Records Plan Inventory
System Name
Oracle
Hardware Description
Surveys - Record Series is stored on a 2012 Virtual Server, located at Data Center South, Smyrna, TN. The record series may be accessed via desktop computers safely stored in the Labor Standards Unit area in the same building. The record series is password protected.
Software Description
Surveys - The software used to store the data is an Oracle database, accessed via a desktop application which is only accessible from desktop computers safely stored in the Labor Standards Unit area located at 220 French Landing Drive, Nashville, TN 37243. The database is password protected. There is also a web interface which links directly to the Oracle database and is password protected. Additionally, the web application is only accessible to input data during the month of October each year.
System Location
Date Center South, Smyrna, TN
Backup Procedures
Surveys - The data is backed up daily by the standard daily incremental process, to tape, and also has a weekly full backup on Friday each week. The backup is located at Data Center North, Nashville, TN and is also sent off to Iron Mountain weekly. Additionally, each year's data is backed up to a separate file prior to loading the next year's data to the Oracle database.
Disaster Recovery
Surveys - The data is backed up at the State Disaster Recovery site. In the event of a disaster, the data would be retrieved using standard procedures. This application has been assigned a Bronze Level for Disaster Recovery. Therefore, recovery in a disaster situation could take between one (1) and three (3) weeks. Ops Planner is now the state's sole repository for Disaster Recovery/Business Continuity (DR/BC) documentation.
Data Migration Description
The data is stored in a set of tables which are regenerated each year for the purpose of storing current tables. The previous year's data is copied and saved in the same database, but is not used. The information is not migrated to another system or used elsewhere - all data is used internally in one database, one system, for one purpose. We are in the process of creating a new system, and the data will be migrated from the current location to a new location but maintained in the same way.
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 1016 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 1016 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 1016.
Public Records Commission
05-22-2019
PRC approves RDA 1016.