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Core Data
RDA Number
SW46
Effective Date
Record Series Abstract
Legacy Payroll Systems' Registers, Journal Vouchers, and Security Forms; and Employee Compensation, Deduction and Tax Records.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the time of separation of the employee.
Total Retention Years
65
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files may be scanned and converted into PDF images. Once images have been reviewed and verified, paper documents may be destroyed. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Worksheet
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
Varies according to document type.
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1978 to Current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of total volume.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original stored in agency. Follow best practices for disaster recovery/business continuity for storage of copies and backup procedures.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
65 years
Records Center Retention Period
0 years
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
Records Officer shall document system name
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
Agency Records Officer shall document the system location.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
RDA Comments
Records Management Division (RMD)
03-05-2020
No recommended changes.
Tennessee State Library and Archives
03-12-2020
No recommended changes.
Comptroller Audit Review
03-05-2020
We have reviewed this RDA from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-13-2020
Agency concurs.
RMD Director
03-25-2020
RDA SW46 is a request to create a statewide RDA. The retention period will be sixty-five years and destroy. The format will be paper/electronic. Recommend approval of request to create statewide RDA SW46.
Public Records Commission
05-15-2020
PRC approves RDA SW46