An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1586
Effective Date
Record Series Abstract
The record series includes any program files and forms that are consistent with the Wagner-Peyser Act as amended by Workforce Innovation Opportunities Act (WIOA) Law. This includes but is not limited to Alien Labor Certification (H2A, H2B, and PERM), Child Support Noncustodial Parent Employment Demonstration Evaluation (CSPED), Federal Bonding, Migrant and Seasonal Farm Worker (MSFW), Reemployment Services and Eligibility Assessment (RESEA/RESA), Supplemental Nutrition Assistance Program Employment and Training (SNAP E&T) (formerly Food Stamps), Trade Adjustment Assistance (TAA), and Jobs for Veterans Act (VETS). Also includes participant and employers files in the American Job Centers (formerly Tennessee Career Centers) such as program forms/files, reports, policies/procedures, monitoring tools, Memorandum of Understanding (MOU's), manuals, plans, etc. Work Opportunity Tax Credit (WOTC) applications and files are also included in this series. Notice of Labor Dispute Form is also included in this series.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Record is cut-off upon the completion of service rendered.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are to be retained in agency five years. After three years the documents are to be transferred to jobs4TN or on the File Share program's network drive and stored by year. Records converted from paper to electronic will be verified for completeness and accuracy before destruction of the paper copy. Electronic record will be kept for remainder of five year retention period.
Worksheet
Record Location
Various State Tennessee Department of Labor and Workforce Development Offices(TN American Job Centers across the state) and Central Office - 220 French Landing Drive 4B, Nashville, TN 37243
File Arrangement
All: Alpha, numeric, and other methods
Media Format Generated
Both
Date Range
Current
Allotment Code
33710
Annual Accumulation
500cu/10 GB
Current Volume
2000cu/607.733 GB
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Project Officers with the United States Department of Labor and United States Department of Agriculture
Essential Record
Yes - Original
Essential Record Stored
Record is stored on Jobs4TN.gov database with some accompanying program documentation located in the file rooms of the American Job Centers across the state.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
Wagner Peyser 20 CFR 652 WIOA - H.R. 803; Pub.L. 113-128 2CFR200.333
Electronic Records Plan Inventory
System Name
WOTC/ag03sdcwf505 File Share
Hardware Description
WOTC: HP DL-360 (2-node Cluster; each server has 4 quad-core CPUs and 128G RAM) ag03sdcwf505 File Share: Virtual Server in OIR data center
Software Description
Oracle 11g (11.2.0.4); Red Hat Linux RHEL 5.
System Location
OIR Data Center South (DC South)
Backup Procedures
Oracle RMAN backup job (weekly full backup, daily incremental backup; and archive logs periodically during the day)
Disaster Recovery
Oracle RMAN Restore/Recovery
Data Migration Description
N/A
RDA Comments
Records Management Division (RMD)
02-11-2016
Recommend 5 year retention after cut off. Current disposition would result in a longer than 5 year retention. Please clarify retention and disposition. Missing reference frequency and sample. Please complete Electronic Records Plan Inventory.
Tennessee State Library and Archives
02-11-2016
TSLA concurs in RMD comments.
Comptroller Audit Review
02-11-2016
We have reviewed RDA 1586 from an audit standpoint. We recommend changing retention period to 5 years.
Agency Records Officer
03-08-2016
The retention for the RDA 1586 is currently 3 years per federal guidelines. According to comment above, it states that we will be holding records for a longer time frame and we will not. Upon any changes to the state law, the agency will adhere to the 5 year retention as recommended.
RMD Director
04-15-2016
RDA 1586 is a request to revise an RDA. The agency is requesting the retention period change from zero years to three years. The format will change to paper/electronic. The Code of Federal Regulations (CFR) requires the records series be kept at least three years. The Comptroller is requiring the retention period be five years to encompass all the audit processes they conduct. Recommend approval of request to revise RDA 1586 with the following changes: Total Retention: five years Cut Off: Record is cut off upon the completion of service rendered. Disposition Notes: Files are to be retained in agency five years. After three years the documents are to be transferred to jobs4TN or on the File Share program network drive and stored by year. Records converted from paper to electronic will be verified for completeness and accuracy before destruction of the paper copy. Electronic record will be kept for remainder of five year retention period. Agency Retention: five years Data Migration and Meta Data Description: (Agency will provide to RMD for inclusion on worksheet).
Public Records Commission
06-22-2016
PRC approves RDA 1586 with the following changes: Total Retention: five years Cut Off: Record is cut off upon the completion of service rendered. Disposition Notes: Files are to be retained in agency five years. After three years the documents are to be transferred to jobs4TN or on the File Share program network drive and stored by year. Records converted from paper to electronic will be verified for completeness and accuracy before destruction of the paper copy. Electronic record will be kept for remainder of five year retention period. Agency Retention: five years Data Migration and Meta Data Description: (Agency will provide to RMD for inclusion on worksheet).