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
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
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.
OIR Data Center
Media Format Generated
2010 to present
Information Shared Outside the State
Essential Record Media Type
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
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
OIR secure server
OIR Shared Oracle Database
Custom Java application
OIR Data Center
OIR does nightly incremental backups and weekly full backups of the data center.
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.
Records Management Division (RMD)
Please clarify cut off. Disposition states calendar year and close of a case.
Tennessee State Library and Archives
TSLA concurs in RMD comments.
Comptroller Audit Review
Audit concurs with RMD comments.
Agency Records Officer
RDA has been revised to include electronic accumulation, volume, legal documentation, additional Electronic Records Plan Inventory information and sample.
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.