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State Employee Suggestion Award Program

RDA Number
Effective Date
Record Series Abstract
Files consist of Employee Suggestion Award Program forms and evaluations of the suggestions by the Tennessee Department of Human Resources.
Record Series Active
Cut Off at End of
If Other, Explain
Cutoff upon receipt of completed employee suggestion form.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
After cutoff, maintain in agency for 10 years; then destroy by state-approved method.
Record Location
312 Rosa L. Parks Blvd., TN Tower-17th Floor; Employee Relations (ER) Office, Nashville, TN 37243
File Arrangement
Date Range
Allotment Code
Annual Accumulation
0.3 Cubic Feet 0.2 GB
Current Volume
3 cu ft 2.8 GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
10 years
Records Center Retention Period
System Name
DOHR G Drive
Hardware Description
Internal DOHR server located on the 17th floor of the TN 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 I located on the 17th floor of the TN 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 within their Office of Information Resources (OIR) division.
Disaster Recovery
Disaster Recovery procedures established by the Department of Finance and Administration (F&A) under the Information Systems Council (ISC) Policy 9.00
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1603B from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Waiting for Print Signature option in RDA application.
RMD Director
RDA 1603B is a request to revise an RDA. The retention period will change from thirty-two years to ten years. The format will change to paper/electronic. Recommend approval of request to revise RDA 1603B.
Public Records Commission
PRC approves RDA 000001603B