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Employee Relations Records

RDA Number
Effective Date
Record Series Abstract
Records include: Performance Management Administrative Review records and related correspondence; Reduction in Force (RIF) records which include RIF approval letters;agency RIF plans and Employee Rating Reports.
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Maintain in agency for ten (10) years; then destroy by state-approved methods.
Record Location
312 Rosa L. Parks Blvd., TN Tower-16th Floor; Employee Relations (ER) Office, Nashville, TN 37243
File Arrangement
Media Format Generated
Date Range
2004 to present
Allotment Code
Annual Accumulation
Less than 1 cubic foot Less than 1 gigabyte
Current Volume
6 cubic feet 4.5 gigabytes
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
505 Deaderick Street, 1st Floor James K. Polk Bldg. Nashville, TN
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
10 years
Records Center Retention Period
System Name
Edison Perfromance Management / DOHR H-Drive Employee Relations
Hardware Description
Vendor server farm (Edison)/ Internal DOHR server located on the 1st floor of the James K. Polk Bldg. at 505 Deaderick Street Nashville, TN 37243.
Software Description
Proprietary on-line vendor software / Microsoft Office Suite installed on work stations of DOHR employees.
System Location
Vendor server farm (Edison) / DOHR internal server I located on the 1st floor of the James K. Polk Bldg. at 505 Deaderick Street Nashville, TN 37243.
Backup Procedures
Edison is backed up incrementally everyday and full systems backup once a week. 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
Records Management Division (RMD)
Agency will provide Records Management Data Migration and Metadata Description. Records management will update RDA when information is provided.
Tennessee State Library and Archives
TSLA concurs with RMD comments.
Comptroller Audit Review
We have reviewed RDA 11124 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
These records are individual employee records. The Migration and Metadata description are not applicable since these records are housed in Edison and individual agencies don\\\\\\\'t have the ability to back-up, manipulate or perform any other functions other than input data on pre-existing templates. Edison is the standard state contracted program used by all state agencies, boards and commissions. I discussed this Data Migration and Metadata Description topic with Director Kevin Callaghan and we agreed this is not something we can control or track since this is a State approved vendor that manages this site information (Edison) and DOHR has no control over migrating this data.
RMD Director
RDA 11124 is a request for a new RDA. The retention period will be ten years and destroy. The format will be paper/electronic. The information is stored in the State\\\'s Edison system. Records Management is contacting Edison Administration to determine appropriate response for Data Migration and Meta Data. Records Management will update worksheet with the response. Recommend approval of request to to create RDA 11124.
Public Records Commission
PRC approves RDA 11124.