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Reduction in Force (RIF) Records

RDA Number
Effective Date
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
Cut Off at End of
If Other, Explain
Upon termination of employee
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Paper records will be maintained at the warehouse on the Middle Tennessee Regional office property for 10 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 10 years after cutoff, then deleted.
Record Location
Middle Tennessee Regional Office, 301 Stewarts Ferry Pike, Nashville, TN 37214
File Arrangement
Media Format Generated
Date Range
2009 - current
Allotment Code
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
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
10 years
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11349 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you!
RMD Director
RDA 11349 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11349.
Public Records Commission
PRC approves RDA 11349