Record Series Abstract
Personnel Records of university employees. Files are comprised of official personnel files for each employee of the university. At a minimum, these files contain documentation of the employee's payroll history with the department.
Record Series Active
Cut Off at End of
If Other, Explain
Separation of Employee
Total Retention Years
Total Retention Months
Retention End Action
Upon cutoff, the records may be scanned and stored on electronic server; the hard copies may be destroyed upon verification that the records were properly scanned and uploaded to the server; maintain in agency 65 years, then destroy by approved methods.
Agency records officer shall keep documentation of specific location.
Media Format Generated
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of total volume.
Information Shared Outside the State
Yes - Original
Essential Record Stored
Original stored in administrative office until employee separation. Copy is to be kept at separate location/server from original.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Electronic Records Plan Inventory
Records Officer shall document system name
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS)
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.
Agency Records Officer shall document the system location.
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.
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
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Records Management Division (RMD)
No Recommended Changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA SW-U09 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA SW-U09 is a request for a new RDA. The retention period will be sixty-five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW-U09.