An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW30
Effective Date
Record Series Abstract
Records of investigation resulting from a complaint against an employee of the State. Records include but not limited to; Correspondence, photographs, interviews, criminal report, medical files, State employee's files, decisions, orders or disciplinary actions and any collateral documentation received for the investigation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After completion of investigation, case closure, or the conclusion of all court proceedings.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off upon completion of investigation maintained for ten years, and destroyed at expiration of retention. 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 Finance and Administration (F&A)/Strategic Technology Solutions (STS)approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Worksheet
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Paper
Date Range
2016 to Current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of current volume
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
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 the Strategic Technology Solutions (STS). 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
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
The 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)
03-06-2025
No recommended changes.
Tennessee State Library and Archives
03-07-2025
No recommended changes.
Comptroller Audit Review
03-10-2025
We have reviewed RDA SW30 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-10-2025
Agency concurs, thank you.
RMD Director
03-14-2025
RDA SW30 is a request to revise a Statewide RDA. The retention period will remain ten 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 SW30.
Public Records Commission
04-21-2025
PRC approves RDA Statewide 30