An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10062
Effective Date
Record Series Abstract
THE RECORD SERIES CONTAINS WAGE DATA SUBMITTED BY TENNESSEE EMPLOYERS FOR EACH OF THEIR WORKERS. RECORDS ORIGINATE FROM THE ONLINE REPORTING SYSTEM, THIRD PARTY UPLOAD SYSTEM, AND PAPER WAGE REPORTS. CONTAINS SSN'S NAMES AND WAGES FOR TN WORKERS. USED FOR THE PURPOSE OF FILING UNEMPLOYMENT BENEFIT CLAIMS.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar Quarter
Total Retention Years
8
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Record series is generated in paper and electronically. Records originating from the online reporting system and third party upload system are transferred to UI mainframe. Paper documents are scanned into the IBML scanner and SoftTrac server and transferred to the UI mainframe. Once verified on the Unemployment Insurance mainframe, the paper is destroyed and the electronic version is kept for 7 years.
Worksheet
Record Location
220 French Landing Drive, Nashville, TN 37243
File Arrangement
SOCIAL SECURITY NUMBER OR ACCOUNT NUMBER
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
3/2010 - Current
Allotment Code
33720
Annual Accumulation
26 VOLUMES OR 2.13 GB
Current Volume
26 VOLUMES OR 2.13 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Private Companies and State Agencies
Essential Record
Yes - Original
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
50-7-701
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 YEARS
Retention Legal Citation
YES, TCA 50-7-701.
Electronic Records Plan Inventory
System Name
ATOS/Bull Helios4 mainframe
Hardware Description
VIRTUOSO MEDIA STORAGE
Software Description
COBOL 74
System Location
Data Center/Iron Mountain
Backup Procedures
FILES ARE BACKED UP NIGHTLY.
Disaster Recovery
MAINFRAME DATABASES ARE BACKED UP ANNUALLY IN PHOENIX, AZ. COMPLETE DISASTER RECOVERY PLAN IS ON FILE WITH THE AGENCY'S IT SECURITY DIRECTOR.
Data Migration Description
Records originating from the online reporting system and third party upload system are transferred to UI mainframe. Paper documents are scanned into the IBML scanner and SoftTrac server and transferred to the UI mainframe.
RDA Comments
Records Management Division (RMD)
01-07-2016
Please explain reasoning behind 8 years retention. 1/8/15: Agency has provided terminology for Calendar Quarter as \\\\\\\"one of the four periods of three months each of a calendar year.\\\\\\\"
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
01-12-2016
Total Retention should be changed to 7 years 0 months. Under TDLWD rule 0800-10-03-.10, all records which employing units are required by this regulation to maintain shall be preserved for a period of not less than seven (7) years. Disposition notes should be entered as follows: Record series is generated in paper and electronically. Records originating from the online reporting system and third party upload system are transferred to UI mainframe. Records are cut off each calendar quarter. Once the record is cut off, paper documents are scanned into the IBML scanner and SoftTrac server and transferred to the UI mainframe. Once verified on the Unemployment Insurance mainframe, the paper is destroyed in accordance with state requirements and the electronic version is retained for 7 years. When the retention period has ended, the records are destroyed in accordance with state requirements for the destruction of confidential records.
RMD Director
02-11-2016
RDA 10062 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will change from one year 3 months to seven years. The format will remain electronic. Recommend approval of request to revise RDA 10062 with the following changes: Total Retention: 7 years Disposition: Change eight years to seven years in last sentence of Disposition Agency Retention: 8 years
Public Records Commission
02-25-2016
PRC approves RDA 10062 with the following changes Total Retention: 7 years Disposition: Change eight years to seven years in last sentence of Disposition Agency Retention: 8 years