An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2207
Effective Date
Record Series Abstract
ORGANIZATIONAL CHART, Workforce Innovation and Opportunitues Act (WIOA) STATE PLAN & APPROVAL, WIOA CONTRACTS, Memorandum of Understanding (MOU), WIOA WAIVERS, PERFORMANCE NEGOTIATIONS, Local Workforce Development Areas (LWDA) PLANS, RISK ASSESSMENT, CORRECTIVE ACTION PLAN, VARIOUS REPORTS & ANNUALS/GUIDES/PUBLICATIONS, STATE & LOCAL BOARD APPOINTMENTS/BY-LAWS/Meeting (MTG) MINUTES, GRANTS, ETC. RAPID RESPONSE MTGS/GROUPWISE CALENDARS, Worker Adjustment and Retraining Notification (WARN) INFORMATION, CONTRACTS (FAST TRACK, APPRENTICESHIP ASSISTANCE PROGRAM, TN ECONOMIC RECOVERY TRAINING GRANT), INCUMBENT WORKER GRANT, Eligible Training Provider List (ETPL) APPLICATION, ETPL CHANGE FORM, ETPL ANNUAL REPORT
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are to be cut off at the end of each fiscal year, then maintain in agency five years. After audit the records are no longer active. 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
75 AMERICAN JOB CENTERS ACROSS THE STATE.
File Arrangement
All: Alpha, numeric, and other methods
Media Format Generated
Both
Date Range
CURRENT
Allotment Code
337.1
Annual Accumulation
800 cu/2 GB
Current Volume
1372 cu/15.97434 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
United States Department of Labor
Essential Record
Yes - Original
Essential Record Stored
State Server
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
N/A
Retention Legal Citation
2CFR200.333
Electronic Records Plan Inventory
System Name
ag03sdcwf505 File Share
Hardware Description
Virtual Server in OIR data center
Software Description
N/A
System Location
OIR Data Center South
Backup Procedures
backed up by OIR
Disaster Recovery
OIR is responsible
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 2207 from an audit standpoint. We recommend changing retention period to 5 years.
Agency Records Officer
03-08-2016
The retention for RDA 2207 is currently 3 years per federal guidelines. According to the comment above, it state we will e holding records longer than the suggested 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 2207 is a request to revise an RDA. The agency is requesting the retention period remain 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 2207 with the following changes: Total Retention: five years Disposition Notes: Files are to be cut off at the end of each fiscal year, then maintain in agency five years. After audit the records are no longer active. 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
Public Records Commission
06-22-2016
PRC approves RDA 2207 with the following changes: Total Retention: five years Disposition Notes: Files are to be cut off at the end of each fiscal year, then maintain in agency five years. After audit the records are no longer active. 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