An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10066
Effective Date
Record Series Abstract
Both are databases to enter case information regarding discrimination complaints. Contact information for parties, documents case investigation and its results.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When authorized by the U.S. Equal Opportunity Employment Commission and US Department of Housing and Urban Development
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
These are Federally provided computer systems which assists both agencies to meet their mandates to alleviate illegal discrimination. The EEOC and HUD as part of their agreements retain the right to control the destruction information. Information will be maintained in database for permanent retention. Should the Federal government indicate these databases are to be destroyed the agency shall make copies for preservation or revise the RDA retention per PRC instructions.
Worksheet
Record Location
EEOC and HUD website servers in Washington, DC.
File Arrangement
By assigned case number
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1993 to current and Oct. 2016 to current
Agency
Allotment Code
316.04
Annual Accumulation
3 GB
Current Volume
9 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
EEOC Nashville, Memphis, and Washington DC offices; HUD Knoxville, Nashville and Washington, DC
Essential Record
Yes - Original
Essential Record Stored
Information is stored off-site on EEOC and HUD servers in Washington, DC.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 4-21
Does this Record Series Contain Sensitive Information?
No
Agency Retention
0 years
Records Center Retention Period
0
Retention Legal Citation
T.C.A. TITLE 4, CHAPTER 21 CFR 42 USC 2000
Electronic Records Plan Inventory
System Name
Integrated Mission System (IMS) and HUD Enforcement Management System (HEMS)
Hardware Description
EEOC and HUD servers in Washington, DC.
Software Description
Internet Explorer and Google Chrome web applications
System Location
EEOC and HUD servers in Washington, DC.
Backup Procedures
Maintained by Federal partners
Disaster Recovery
Responsibility of the Federal partners
Data Migration Description
Responsibility of the Federal partners
RDA Comments
Records Management Division (RMD)
05-19-2016
No recommended changes
Tennessee State Library and Archives
05-19-2016
TSLA concurs.
Comptroller Audit Review
05-20-2016
We have reviewed RDA 10066 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-27-2016
revised per director and Library and Archives reveiw
RMD Director
05-25-2016
RDA 10066 is a request to revise an RDA. The retention period will remain permanent and the format electronic. The agency has updated the Abstract, Cut Off, Disposition, and Worksheet. The Federal Government maintains the systems and has no plans to ever dispose if these records. If that should change the agency indicates it will notify the PRC to update the RDA and preserve or dispose of the records accordingly. Recommend approval of request to revise RDA 10066.
Public Records Commission
06-22-2016
PRC approves RDA 10066