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Active and Inactive Employee Records

RDA Number
Effective Date
Record Series Abstract
The official personnel records for each court system employee who is actively engaged in state service and the inactive personnel records for employees that have separated from the State of Tennessee.
Record Series Active
Cut Off at End of
If Other, Explain
Files are active until an employee has separated from state service
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Active files are maintained in the office of the Human Resource manager. Upon employee's separation from state service, the files are maintained in paper format for 5 years. Upon cutoff, the records are scanned and stored on an internal AOC server; hard copies are to be destroyed upon verification that the records were properly scanned and uploaded onto the internal AOC server. They are then maintained in agency for 65 years and then destroyed by purging them from the server.
Record Location
Administrative Office of the Courts 511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement
Media Format Generated
Date Range
January 1, 1960 to current
Annual Accumulation
8 cubic feet and 0.5 gigabytes
Current Volume
25 cubic feet and 7 gigabytes 22 cubic feet of separated files
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Duplicate
Essential Record Stored
Original court system employee records are maintained in paper format for as long as the employee is actively serving the state. Upon separation from the state, the files are kept for 5 years in the Human Resource Managers office. After those 5 years, the file is scanned. An electronic duplicate is made and stored on the AOC server. The original is then destroyed. The records are kept on the server for 65 years and are then electronically purged from the system.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
65 years
System Name
Hardware Description
Windows Server 2008 R2, Standalone HP Server
Software Description
Oracle DB, .Net Windows application
System Location
Administrative Office of the Courts Data Center 511 Union Street, 5th Floor Nashville, TN 37219
Backup Procedures
Employing Veritas Netbackup data is backed up on the following schedule: complete backups occur on Fridays, differential backups are run Monday through Thursday, each week. Back up data is stored on EMC Data Domain disc storage. Data is replicated to remote second Data Domain nightly.
Disaster Recovery
Sufficient hardware and virtual capacity exists in both locations in order to redeploy stored data and permit continuity of operations in accordance with our disaster recovery plan.
Data Migration Description
HRIS data resides in an Oracle database and will be migrated, as needed, to other environments by the Administrative Office of the Courts Database Administration staff using Data Pump Export and Import.
Records Management Division (RMD)
No recommended changes. Update: Agency requested Retention End Action be changed to destroy to match disposition notes and worksheet. They accidentally clicked permanent and missed it when submitting.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11174 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you.
RMD Director
RDA 11174 is a request to revise an RDA. The retention period will remain sixty-five years and destroy. The format will be paper/electronic. Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11174.
Public Records Commission
PRC approves RDA 11174.