An official website of the Tennessee Secretary of State.
Core Data
RDA Number
3033
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
Yes
Cut Off at End of
Other
If Other, Explain
Files are to be cut-off upon employee leaving state service.
Total Retention Years
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain in agency thirty (30) years; then destroy by state-approved method.
Worksheet
Record Location
312 Rosa L. Parks Blvd., TN Tower-17th Floor; Sick Leave Bank (SLB) Office, Nashville, TN 37243
File Arrangement
Employee name
Date Range
to
Agency
Allotment Code
319.01
Annual Accumulation
Paper: 5 cubic feet Electronic: .2 GB
Current Volume
Paper: 10 cubic feet Electronic: 3.0 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
312 Rosa L. Parks Blvd., TN Tower-17th Floor, Nashville, TN 37243; and on agency servers
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
30 years
Records Center Retention Period
0
Retention Legal Citation
P.L. 104-191
Electronic Records Plan Inventory
System Name
FileNet
Hardware Description
State database (FileNet).
Software Description
FileNet
System Location
Located on OIR server designated for use by the Department of Human Resources, 17th floor of the TN Tower, 312 Rosa L. Parks Blvd., Nashville, TN 37243
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.
RDA Comments
Records Management Division (RMD)
03-01-2018
No recommended changes.
Tennessee State Library and Archives
03-01-2018
No recommended changes.
Comptroller Audit Review
03-07-2018
We have reviewed RDA 3033 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-24-2018
No additional comments.
RMD Director
09-25-2018
RDA 3033 is a request to revise an RDA. The retention period will change from fifty years to thirty years and destroy. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 3033.
Public Records Commission
10-30-2018
PRC approves RDA 3033.