An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10063
Effective Date
Record Series Abstract
The records series consists of Unemployment Insurance (UI) records for individual paid and denied UI benefit claims filed in accordance with T.C.A., Title 50 Chapter 7. The records include claimant personal identification information,work authorization status, citizenship status, employment and wage records, monetary and separation eligibility determinations, lower and higher authority appeals history, benefit payment history, correspondence history, records relating to employee new hires to prevent overpayments, claimant overpayment history and employer benefit charge history.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Benefit Year Ending Date of Claim - A benefit year is the fifty-two (52) consecutive week period beginning with the first day of the first week with respect to which an individual files a valid claim for UI benefits.
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 UI mainframe, the paper is destroyed in accordance with state requirements for the destruction of confidential information. Records are maintained on the UI Bull Mainframe in an OIR approved off-site data center in Phoenix, AZ for the duration of the retention period. Once the retention period has ended, records for which there is no ongoing litigation and no outstanding overpayment balance are purged from the system.
Worksheet
Record Location
Data Center - Phoenix, AZ
File Arrangement
numeric
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
2007 - Present
Allotment Code
33720
Annual Accumulation
Virtual Tape 1,250 volumes
Current Volume
Virtual Tape 10,000 volumes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
United States Department of Labor
Essential Record
Yes - Original
Essential Record Stored
Off-site storage - OIR approved secure Data Center, Phoenix, AZ
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 50-7-701
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
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
ATOS/Bull Helios4 mainframe
Hardware Description
Helios-4 mainframe
Software Description
GCOS8 OS / IDS/ii hierarchical DB
System Location
Phoenix, AZ
Backup Procedures
Archived off-line when needed then stored on container tapes at Iron Mountain
Disaster Recovery
Mainframe databases are backed up daily and tested annually in December. System was re-certified December 2015. 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
No recommended changes.
Tennessee State Library and Archives
01-07-2016
No recommended changes.
Comptroller Audit Review
01-07-2016
We have reviewed RDA 10063 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-15-2016
No comments
RMD Director
02-11-2016
RDA 10063 is a request to revise an RDA. The Abstract, Disposition, and Worksheet have been updated. The retention period will change from two years to five years. The format will be paper/electronic. Recommend approval of request to revise RDA 10063.
Public Records Commission
02-25-2016
PRC approves RDA 10063.