An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2252
Effective Date
Record Series Abstract
The record series contains financial, statistical and programmatic records related to the administration of the state UI program including: UI benefit eligibility determinations and supporting documents submitted by claimants and employers for claims filed in accordance with T.C.A. Title 50, Chapter 7, lower and higher authority appeals decisions and supporting documents, worksite and industry classification surveys, Federally required reports containing data derived from state UI operations, Major Layoff files, Trade Readjustment Allowance determinations and supporting documents, Disaster Unemployment Assistance determinations and supporting documents and records related to the billing for UI interstate claims. Employment Security (E.S.) Legal case files (including correspondence, subpoenas, notices and similar papers) and collection files for the collection of past due employer accounts and benefit overpayments.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record series is generated in paper and electronically. Once verified on the server the paper is destroyed and the electronic version is kept for five years unless there is ongoing litigation. Once the retention period has ended, records for which there is no ongoing litigation will be destroyed in compliance with state standards for the destruction of information. Records for which there is ongoing litigation will be destroyed in compliance with state standards for the destruction of information after the close of the case.
Worksheet
Record Location
OIR Data Center
File Arrangement
numeric
Media Format Generated
Both
Date Range
2010 to present
Allotment Code
33720
Annual Accumulation
60 GB
Current Volume
100 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
USDOL
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
T.C.A. 50-7-701
Does this Record Series Contain Sensitive Information?
No
Retention Legal Citation
29 CFR 97.42 Records must be retained for three years. If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 3-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later.
Electronic Records Plan Inventory
System Name
OIR secure server
Hardware Description
OIR Shared Oracle Database
Software Description
Custom Java application
System Location
OIR Data Center
Backup Procedures
OIR does nightly incremental backups and weekly full backups of the data center.
Disaster Recovery
Duplicate server is located at a separate location and is backed up nightly. Disaster recovery plan is maintained by OIR.
Data Migration Description
Images are imported into the UI Document Management System on the OIR Shared Oracle Database.
RDA Comments
Records Management Division (RMD)
01-07-2016
Please clarify cut off. Disposition states calendar year and close of a case.
Tennessee State Library and Archives
01-07-2016
TSLA concurs in RMD comments.
Comptroller Audit Review
01-07-2016
Audit concurs with RMD comments.
Agency Records Officer
01-06-2016
RDA has been revised to include electronic accumulation, volume, legal documentation, additional Electronic Records Plan Inventory information and sample.
RMD Director
02-10-2016
RDA 2252 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. the retention period will increase from three years to five years and the format will change to paper/electronic. RDA 2252 revisions will allow other RDAs pertaining to UI records and data to be retired under this RDA. Recommend approval of request to revise RDA 2252.
Public Records Commission
02-25-2016
PRC approves RDA 2252.