Record Series Abstract
The official personnel records for each state employee who has separated from state service, pay and leave information, including Supplemental pay records.
Record Series Active
Cut Off at End of
If Other, Explain
Upon employee separation from state service.
Total Retention Years
Total Retention Months
Retention End Action
Upon cutoff, the records are to be scanned and stored on electronic server; the hard copies are to 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. Original and duplicate microfilm reels of separated employee personnel records from 1936 to 1995 are maintained at the state records center (original reels) and in-agency (duplicate reels). After approval of this RDA by the Public Records Commission, all microfilm records 65 years old or greater shall be destroyed by approved methods.
312 Rosa L. Parks Blvd., TN Tower-16th Floor; Records Team file room, Nashville, TN 37243
MICROFILM RECORDS ARE INDEXED BY ALPHABETICAL NAME
Media Format Generated
1936 TO CURRENT.
DOHR'S FILE ROOM MAINTAINS A CONSTANT 300 CUBIC FT. OF SEPARATED EMPLOYEE FILES IN THE PROCESSING PIPELINE. THEY ALSO MAINTAIN 1183 MICROFILM ROLLS WITHIN THE RECORDS DIVISION ALONG WITH A DUPLICATE SET MAINTAINED AT THE STATE RECORDS CENTER. THE ELECTRONIC ANNUAL ACCUMULATION OF SEPARATED EMPLOYEE FILES IS EQUAL TO 30 CUBIC FT. RECEIVED MONTHLY(360 CUBIC FT. ANNUAL) AVERAGING 25 RECORDS PER CUBIC FOOT AVERAGING 2,538(KB) PER RECORD RESULTING IN 63,450(KB)PER.CUBIC FEET WHICH EQUALS 1,903,500(KB) MONTHLY 30X12= 22,842,000(KB)ANNUALLY. Pay and leave information is generated every 2 weeks for all state employees. Supplemental pay records are unpredictable and varies from month-to-month on total accumulation. DOHR currently has approx. 500,000 sheets of microfiche on hand pertaining to pay and leave records. Annual accumulation 5,000,000 KB Pay & Leave Records
PAPER- 100 CUBIC FT. Separated Employee Files ELECTRONIC-794 GB Separated Employee Files MICROFILM ROLLS-2366 Separated Employee Files MICRIFICHE 500,000 sheets Pay & Leave Records
Information Shared Outside the State
Yes - Duplicate
Essential Record Stored
ORIGINAL SEPARATED STATE EMPLOYEE RECORDS ARE DESTROYED ONCE AN ELECTRONIC(1995-CURRENT)DUPLICATE IS MADE. 1936-1995 ORIGINAL MICROFILM REELS OF SEPARATED EMPLOYEES ARE MAINTAINED AT THE STATE STORAGE CENTER AND A DUPLICATE COPY OF MICROFILM IS MAINTAINED INSIDE THE RECORDS DIVISION OF THE DEPT. OF HUMAN RESOURCES. Pay & Leave Data is no longer generated on paper and captured in Edison. Supplemental pay records are generated on paper and converted to electronic and stored in FileNet.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
FileNet and Edison
Vendor server farm (FileNet). Vendor server farm (Edison)
Proprietary on-line vendor software.
http://ae.ecm.tn.gov/WorkplaceXT/ContainerLogin.jsp Physical location unknown. https://www.edison.tn.gov/
Vendor conducts incremental backup daily and full system backup weekly.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1280 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No additional comments.
RDA 1280 is a request to revise an RDA. The retention period will remain sixty-five years and destroy. The format will remain paper/electronic/film. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1280.