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Discrimination and Harassment Investigation Files

RDA Number
SW14
Effective Date
Record Series Abstract
Documents relating to discrimination and workplace harassment investigations. Records may include but not limited to; Correspondence, Equal Employment Opportunity Commission charges/documents, Tennessee Human Rights Commission charges/documents photographs, interviews, criminal report, medical files, State employee's files, decisions, orders or disciplinary actions and any collateral documentation created or received for the investigation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year the investigation is concluded.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are maintained for ten years after cut-off, then destroyed. Records may be maintained in either paper or electronic format, provided the electronic content has been verified for completeness, accuracy, and usability. Records in Paper Format may be transferred to the State Records Center. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment. Records series may contain sensitive or confidential information, such as that protected by attorney client privilege, that is to be kept confidential according legal requirements. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. FORMER RDA: S2963
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Date Range
2000 to current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of specific volume.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
0
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 system 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
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.
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 SW14 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-09-2021
Agency concurs, thank you.
RMD Director
08-18-2021
Statewide RDA SW14 is a request to revise an RDA. The retention period will change from five years to ten 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 Statewide RDA SW14.
Public Records Commission
10-25-2021
PRC approves RDA SW14.