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Sick Leave Bank Records

RDA Number
Effective Date
Record Series Abstract
Records contain: Medical records, PR-0270 (Sick Leave Bank Enrollment), PR-0272 (Sick Leave Bank Medical Certification), PR-0339 (Sick Leave Donation Agreement), PR-0401 (Sick Leave Bank Determination), PR-0433 (Sick Leave Bank Application Checklist), and related correspondence. These records are protected under HIPPA Minimum Necessary rule 45 CFR 164.502(b), 164.514(d)
Record Series Active
Cut Off at End of
If Other, Explain
Files are to be cut-off upon employee leaving state service.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
After cutoff, maintain in agency thirty (30) years; then destroy by state-approved method.
Allotment Code
Record Location
312 Rosa L. Parks Blvd., TN Tower-16th Floor; Sick Leave Bank (SLB) Office, Nashville, TN 37243
File Arrangement
Employee name
Date Range
1988 (the year Sick Leave Bank program was enacted) to present
Annual Accumulation
Paper: 5 cubic feet Electronic: .2 GB
Current Volume
Paper: 10 cubic feet Electronic: 3.0 GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
2nd James K. Polk Building 505 DEADRICK ST NASHVILLE TN 37243; and on agency servers
Does this Record Series Contain Sensitive Information?
Agency Retention
30 years
Records Center Retention Period
System Name
IT-ABC Number
Hardware Description
State database (FileNet).
Software Description
System Location
Located on OIR server designated for use by the Department of Human Resources, 505 Deaderick St. James K. Polk Bldg. 1st Floor.
Backup Procedures
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
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.
Legacy Revision UUID