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Core Data
RDA Number
SW25
Effective Date
Record Series Abstract
Documents that relate to the day-to-day administration of internal policies, procedures, and rules. Record series includes, but not limited to: employee agreement forms, annual employee trainings (not covered by RDA SW19, Personnel Files), training material, security forms, databases, frequently asked questions, and related forms. (This does not include the official record copy of the policies, procedures or rules which is covered by SW22.)
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When policy/procedure is superseded/replaced or separation of employee, whichever occurs first.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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 electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for the destruction of confidential information.
Worksheet
Record Location
Records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Paper: Sheet
Date Range
1970 to current
Agency
Allotment Code
305.13
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
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 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)
07-10-2024
No recommended changes.
Tennessee State Library and Archives
07-12-2024
No recommended changes.
Comptroller Audit Review
07-11-2024
We have reviewed RDA SW25 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-15-2024
Agency concurs.
RMD Director
08-20-2024
Statewide RDA SW25 is a request to revise an RDA. The retention period will remain five 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 SW25.
Public Records Commission
09-23-2024
PRC approves RDA SW25.