Record Series Abstract
Files are comprised of official personnel files for each employee of the department of state. Including applications, files contain documentation of the employee's payroll history with the department. The HR records of the Secretary of State shall not be governed by RDA SW03 and SW19 covering state agencies' human resources records.
Record Series Active
Cut Off at End of
If Other, Explain
Upon separation of employee
Total Retention Years
Total Retention Months
Retention End Action
While employee is actively employed, maintain records in paper format in the Human Resources office of the Secretary of State. Upon separation of employee, personnel files are scanned and the originating paper document is shredded. The electronic records are to be maintained for seventy-five (75) years; then destroy by state approved method.
William Snodgrass Tower 312 Rosa L. Parks Avenue 7th Floor Nashville, TN 37243
Media Format Generated
5 cu ft; 5 GB
223 cu ft; 10GB
Information Shared Outside the State
Yes - Original
Essential Record Stored
Files are to be maintained in agency in paper format for the duration of the file subject's employment. Record is then converted to electronic format and maintained on agency servers for seventy-five (75) years after the separation of the employee.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
Electronic Records Plan Inventory
Hardware Description:HP SAN/NAS, HP DL Servers
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1858 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 1858 is a request to revise an RDA. The retention period will remain seventy-five years. The format will change to paper/electronic. Recommend approval of request to revise RDA 1858.