An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW-U09
Effective Date
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
Yes
Cut Off at End of
Other
If Other, Explain
Separation of Employee
Total Retention Years
65
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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.
Worksheet
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
Alpha Numeric
Media Format Generated
Both
Date Range
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 total volume.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
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
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
65
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
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)
07-20-2017
No Recommended Changes.
Tennessee State Library and Archives
08-02-2017
No recommended changes.
Comptroller Audit Review
07-25-2017
We have reviewed RDA SW-U09 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-03-2017
Agency Concurs
RMD Director
08-15-2017
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.
Public Records Commission
09-07-2017
PRC approves RDA SW-U09.