An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11412
Effective Date
Record Series Abstract
The records governed under this RDA are housed in Edison electronically or on DOHR’s agency shared drive. This records series consists of all training and associated records that are used by the Workforce Development Team, Talent Management Team, and the Conference and Events Team. These records include but are not limited to, Leadership Academy records, Performance Management, Leadership Development, Supervisor Performance Development and Professional Employee Development records. This RDA is being written to replace RDAs 10048, 11128, and 11129.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain in agency for 5-years, then destroy by state-approved methods.
Worksheet
Record Location
312 Rosa L. Parks Blvd., Nashville, TN 37243 Tennessee Tower 17th Floor
File Arrangement
Employee ID, course title, program title, or Agency ID number
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Audio
Electronic: Video
Electronic: Spreadsheet/Database
Electronic: Presentation
Electronic: Email
Date Range
2009 to Present
Agency
Allotment Code
319
Annual Accumulation
500 GB
Current Volume
3 TB
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
5 Years
Records Center Retention Period
NA
Retention Legal Citation
NA
Electronic Records Plan Inventory
System Name
Edison and State of Tennessee agency shared drive (G, H, I).
Hardware Description
Vendor server farm (Edison & State of TN)
Software Description
Proprietary on-line vendor software
System Location
DOHR internal server is located on the 17th floor WRS Tennessee Tower, 312 Rosa L. Parks Blvd. Nashville, TN 37243
Backup Procedures
Vendor conducts incremental backup daily and full system backup weekly.
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 systems 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 to ensure file formats are functional and operational. In the event migration is needed, DOHR 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)
06-17-2021
No recommended changes.
Tennessee State Library and Archives
07-01-2021
No recommended changes.
Comptroller Audit Review
06-17-2021
We have reviewed RDA 11412 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-14-2021
We concur with the recommendation.
RMD Director
07-19-2021
RDA 11412 is a request to create an RDA. The retention period will be five years and destroy. The format will be electronic. Recommend approval of the request to create RDA 11412.
Public Records Commission
10-25-2021
PRC approves RDA 11412.