An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11122
Effective Date
Record Series Abstract
Records consist of resumes and cover letters for individuals applying for Executive Service positions with the state of Tennessee. Executive service positions do not have the same hiring rules as Preferred service employees and are employed at the pleasure of the agency Commissioner and do not have appeal rights like Preferred service when a termination occurs.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain in agency for five (5) years; then destroy by state-approved methods.
Worksheet
Record Location
312 Rosa L. Parks Blvd., TN Tower-17th Floor; Human Resources (HR) office, Nashville, TN 37243
File Arrangement
Alphabetical
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
31901
Annual Accumulation
0.1 Gigabytes
Current Volume
0.34 Gigabytes
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
n/a
Electronic Records Plan Inventory
System Name
DOHR I-Drive Executive Service Job Application Records
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
RDA Comments
Records Management Division (RMD)
08-27-2015
Please provide a sample. Received sample on 2015-08-28
Tennessee State Library and Archives
08-27-2015
TSLA concurs in RMD comment.
Comptroller Audit Review
08-31-2015
We have reviewed RDA 11122 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-28-2015
Submitted sample on 2015-08-28
RMD Director
09-19-2015
RDA 11122 is a request for a new RDA. The retention period will be for five years and destroy. The format will be paper/electronic. Recommend approval of request for new RDA 11122.
Public Records Commission
10-13-2015
PRC approves RDA 11122.