An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10198
Effective Date
Record Series Abstract
Record series contains request forms and related records submitted by agencies to the Tennessee Department of Human Resources Classification and Compensation Division. Records include the following forms and related documents: PR-0476 - Shift Differential Request; PR-0442 - Equity Increase Request; PR-0482 - Classification Establishment/Revision Request; PR-0441 - Assignment Differential Request; PR-044X - Working Out of Class Request; Position Classification Questionnaires (PCQ); Agency approval memorandums
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
New records are generated and stored in electronic format. Current volume of microfiche will be held in microfiche format until destruction. Records are maintained in agency for ten (10) years after Cut Off, then destroyed by state approved methods.
Worksheet
Record Location
Internal DOHR server located on the 17th floor WRS Tennessee Tower, 312 Rosa L. Parks Blvd. Nashville, TN 37243
File Arrangement
Alpha-numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Film
Media Format Stored Summary
Electronic: Text
Film: Microfiche
Date Range
1975 to Current
Agency
Allotment Code
31901
Annual Accumulation
Less than 0.1 Gigabytes
Current Volume
4.5 cu. ft. microfiche, 0.4 Gigabytes
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Internal DOHR server located on the 17th floor WRS Tennessee Tower, 312 Rosa L. Parks Blvd. Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
Class-Comp H & I Drive / Edison
Hardware Description
Internal DOHR server located on the 17th floor WRS Tennessee Tower, 312 Rosa L. Parks Blvd. Nashville, TN 37243
Software Description
Microsoft Office Suite installed on work stations of DOHR employees.
System Location
DOHR internal server is located on the 17th floor WRS Tennessee Tower, 312 Rosa L. Parks Blvd. Nashville, TN 37243 .
Backup Procedures
Backup procedures-Symantec Net backup every night at 6:00 pm and incremental backups 7 days a week. This process in managed by the Department of Finance and Administration, Strategic Technology Solutions (STS).
Disaster Recovery
Disaster recovery plan is located on DOHR's Intranet site at http://intranet.tn.gov/dohr/emergency/pdf/Systems%20Disaster%20Recovery%20Plan.pdf
Data Migration Description
No current migration of data needed, but in the event, data migration will occur when support for the existing file format is deemed obsolete or when software or hardware system changes require the movement of this electronic data from a specified format to a different file format. Annual reviews of this data will be conducted by DOHR's Records Director to ensure file formats are functional and operational. In the event migration is needed, the IT section and the Records Director will develop a solution to move data to a current file format that is appropriate to the RDA retention requirement for that specific data. This migration may include translation of the data to a current file format, conversion to an acceptable current file format to preserve the integrity of the information of the data, or movement of the data to a legacy architecture that maintains the environment where the format is considered current as long as this effort has full functional and operational support.
RDA Comments
Records Management Division (RMD)
02-18-2021
No recommended changes.
Tennessee State Library and Archives
02-19-2021
No recommended changes.
Comptroller Audit Review
02-25-2021
We have reviewed RDA 10198 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-22-2021
No Comment
RMD Director
03-22-2021
RDA 10198 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be electronic/film. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10198.
Public Records Commission
05-04-2021
PRC approves RDA 10198