An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW04
Effective Date
Record Series Abstract
Documents relating to confidential employee medical records. Examples: Documentation of physicals and health status, treatment programs, injured in the line of duty and workers' compensation claims. May include diagnostic items such as test results, pictures, and x-rays. Records covered under SW19 Active Employee Files, SW09 Attendance and Leave Records, or SW03 Human Resources Employee Information Documents shall not be destroyed under this RDA.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon employee termination.
Total Retention Years
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off upon termination of the employee, maintained for thirty years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in Paper Format may be transferred to the State Records Center. Records in electronic format shall be maintained in Strategic Technology Solutions (STS) approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for the destruction of confidential information. FORMER RDA's MERGED: S2418, S2489
Worksheet
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Media Format Generated
Electronic
Paper
Film
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Email
Electronic: Other
Paper: Sheet
Media Format Stored
Electronic
Paper
Film
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Date Range
1970 to current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of specific volume.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Records will be stored in the HR division of the agency. Paper records may be kept on-site or stored at the state records center. Electronic versions will be maintained on an STS approved system.
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
29 CFR 1910.1020
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
30 years
Retention Legal Citation
29 CFR 1910.1020
Electronic Records Plan Inventory
System Name
Records Officer shall document system name.
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). The agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
Agency Records Officer shall document the system location.
Backup Procedures
The backup procedures system shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
RDA Comments
Records Management Division (RMD)
07-18-2024
No recommended changes.
Tennessee State Library and Archives
07-18-2024
No recommended changes.
Comptroller Audit Review
07-25-2024
We have reviewed RDA SW04 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-31-2024
Agency concurs, thank you.
RMD Director
08-20-2024
Statewide RDA SW04 is a request to revise an RDA. The retention period will remain thirty years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise Statewide RDA SW04.
Public Records Commission
09-23-2024
PRC approves RDA SW04.