Core Data
RDA Number
11349
Effective Date
Mon, 10/20/2025
Record Series Abstract
RIF plan spreadsheet, Department of Human Resources (DOHR) RIF approval letter, Performance Document Ratings report, Demographic Data report Demographic Data by Position report, Employee Notice letters and other documents which are used to determine who will be laid off, to notify DOHR of the potential layoff, and to provide notice of the layoff to affected employees. Note: not all of these records would be required for every reduction in force (RIF).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon termination of employee
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper records will be maintained at the warehouse on the Middle Tennessee Regional office property for 6 years after cutoff, then destroyed by State-approved methods. Electronic records will be maintained on the H:/drive in the HR/Personnel Manager folder for 6 years after cutoff, then deleted.
Worksheet
Record Location
Middle Tennessee Regional Office, 301 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
apha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
2009 - current
Allotment Code
344.01
Annual Accumulation
Less than 1 Gigabyte Going forward, all records will be maintained electronically; there will be no additional accumulation of paper records.
Current Volume
Paper: 10 cubic feet
Electronic: approx. 50,000 KB
Electronic: approx. 50,000 KB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Retention Legal Citation
T.C.A. 52-3-101(d)
Electronic Records Plan Inventory
System Name
DIDD H Drive Personnel Manager folder
Hardware Description
State supported servers located at the North and South Data Centers.
Software Description
Microsoft Office Suite installed on work stations of DIDD HR Central Office Manager.
System Location
State-supported servers located at the North and South Data Centers.
Backup Procedures
Systematic net backup every night at 6 p.m. and incremental backups 7 days a week. This process is managed by the Department of Finance and Administration within their Strategic Technology Solutions (STS) Division.
Disaster Recovery
Disaster Recovery procedures established by the Department of Finance and Administration under Information Systems Council Policy 9.00.
Data Migration Description
Daga is stored as a combination of PDF and/or Microsoft Word and Excel Files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows File Restore Process or by Standard ETL Processes, or files can be copied or moved by and individual user through regular Windows features.
RDA Comments
Records Management Division (RMD)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 11349 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 09/22/2025
Thank you!
RMD Director
Thu, 09/25/2025
RDA 11349 is a request to revise an RDA. The retention period will change from ten years to six years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11349.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11349
