An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11439
Effective Date
Record Series Abstract
COVID-19 Screening tool documents, that were completed by workforce members and visitors prior to entering DIDD worksites.
Record Series Active
No
Cut Off at End of
Other
If Other, Explain
Cut off: May 2021.
These screening tool documents were from August 2020 through May 2021.
These screening tool documents were from August 2020 through May 2021.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Both paper and electronic forms are kept in the regions for the retention period. At the end of that period, the records are scheduled to be destroyed in accordance with state approved destruction methods.
Worksheet
Record Location
ETRO - 4850 East Andrew Johnson Highway, Greeneville, TN 37745
WTRO - 11437 Milton Wilson Rd., Arlington, TN 38002
MTRO - 275 Stewarts Ferry Pike, Nashville, TN 37214
Central Office - 315 Deaderick Street, UBS Building, 8th Floor, Nashville, TN 37243
WTRO - 11437 Milton Wilson Rd., Arlington, TN 38002
MTRO - 275 Stewarts Ferry Pike, Nashville, TN 37214
Central Office - 315 Deaderick Street, UBS Building, 8th Floor, Nashville, TN 37243
File Arrangement
Date of Form Completion
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
August 2020 to May 2021
Allotment Code
344.01
Annual Accumulation
1 Cubic Ft
less than 1 GB
less than 1 GB
Current Volume
2 Cubit Ft
2 GB
2 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years after cut off
Electronic Records Plan Inventory
System Name
Shared File Servers
Hardware Description
Server Windows 2012 R2
Software Description
Microsoft Office Applications
System Location
State of TN Data Centers
Backup Procedures
Replication across data centers complete weekly file backup.
Disaster Recovery
3 months - on-site 7 years - Stone Mountains
Data Migration Description
Data is stored as combination of pdf and/or MS Word and Excel files. Data is periodically backed up by STS. Data may be copied and/or extracted in bulk through standard Windows file.
RDA Comments
Records Management Division (RMD)
03-09-2023
No recommended changes.
Tennessee State Library and Archives
03-13-2023
No recommended changes.
Comptroller Audit Review
03-09-2023
We have reviewed RDA "COVID-19 Screening related documents" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-20-2023
Thank you!
RMD Director
03-21-2023
RDA 11439 is a request to create an RDA. The retention period will be five years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11439.
Public Records Commission
04-18-2023
PRC approves RDA 11439.