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
Cut Off at End of
If Other, Explain
Record is cut-off upon the completion of service rendered.
Total Retention Years
Total Retention Months
Retention End Action
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.
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
All: Alpha, numeric, and other methods
Media Format Generated
Information Shared Outside the State
Federal Project Officers with the United States Department of Labor and United States Department of Agriculture
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
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
Wagner Peyser 20 CFR 652 WIOA - H.R. 803; Pub.L. 113-128 2CFR200.333
Electronic Records Plan Inventory
WOTC/ag03sdcwf505 File Share
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
Oracle 11g (184.108.40.206); Red Hat Linux RHEL 5.
OIR Data Center South (DC South)
Oracle RMAN backup job (weekly full backup, daily incremental backup; and archive logs periodically during the day)
Oracle RMAN Restore/Recovery
Data Migration Description
Records Management Division (RMD)
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
TSLA concurs in RMD comments.
Comptroller Audit Review
We have reviewed RDA 1586 from an audit standpoint. We recommend changing retention period to 5 years.
Agency Records Officer
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.
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).