An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11119
Effective Date
Record Series Abstract
Records include: Class Comp Plans which contain job analysis and studies for minimum qualifications standards for positions; job specifications, PR-0482 Classification Establishment/Revision Request; and related records.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
25
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain in agency for twenty-five (25) years; then destroy by state-approved methods.
Worksheet
Record Location
312 Rosa L. Parks Blvd., TN Tower-17th Floor; Agency Resource Center (ARC) file room, Nashville, TN 37243
File Arrangement
Alpha-Numeric
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Paper
Date Range
2000 to Current
Agency
Allotment Code
31901
Annual Accumulation
Paper: 0 cubic feet (Paper records are no longer generated, but DOHR still maintains paper records in its current volume) Electronic: Less than 1 Gigabyte
Current Volume
Paper: 136 cubic feet
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
312 Rosa L. Parks Blvd., TN Tower-17th Floor; Agency Resource Center (ARC) file room, Nashville, TN 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
25 years
Records Center Retention Period
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%20P1an.pdf
http://intranet.tn.gov/dohr/emergency/pdf/Systems%20Disaster%20Recovery%20P1an.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 DOH R'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)
03-16-2023
No recommended changes.
Tennessee State Library and Archives
03-21-2023
No recommended changes.
Comptroller Audit Review
03-21-2023
We have reviewed RDA 11119 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-23-2023
No additional comments.
RMD Director
05-11-2023
RDA 11119 is a request to revise an RDA. The retention period will remain twenty-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 RDA 11119.
Public Records Commission
09-28-2023
PRC approves RDA 11119.