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Personnel files for employees of the Department of State

RDA Number
Effective Date
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
Disposition Notes
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.
Allotment Code
Record Location
William Snodgrass Tower 312 Rosa L. Parks Avenue 7th Floor Nashville, TN 37243
File Arrangement
Date Range
1940 - current
Annual Accumulation
5 cu ft; 5 GB
Current Volume
223 cu ft; 10GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
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?
Agency Retention
75 years
Records Center Retention Period
System Name
Hardware Description
Hardware Description:HP SAN/NAS, HP DL Servers
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
Backup Procedures
Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to virtual tape and physical tape). Physical backup tapes sent off site to Iron Mountain Vault.
Disaster Recovery
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.
Legacy Revision UUID