The Records Management Division of the Tennessee Department of State is charged with ensuring that State Agencies retain and store State records in a proper manner. A Records Disposition Authorization (RDA) defines the proper storage and disposal method for a State record series. It includes a description of the record series, a retention schedule, destruction method, and other information. A comprehensive list of all effective RDAs are maintained on the Records Management Division of the Tennessee Department of State website.
The Records Disposition Authorization Schedule below lists common record series maintained in University departments and should be used when managing records.
To use the schedule database, search for records by “Office” or using simple search terms.
For assistance, please contact Ladonnal Curry at 901.678.2121 or lcurry@memphis.edu.
| Record Name | Description | Office | RDA Number | Period |
|---|---|---|---|---|
| Accounting Journal Vouchers and Deposit Slips | Documents Relating to Accounts Receivables and Deposits with Supporting Documentation EXAMPLES: AG - Agency Only Approval Journals, AL - Allocation Process, AM - Assets Management, AP - Accounts Payable, AR - Accounts Receivable, BA - Balances from STARS, BI - Billing, CL - Closing Process, CM - Cash Management, CN - Contracts, DA - Division of Accounts Approval, EX - External Application, FM - Fleet Management, GM - Grants, IN - Inventory, IU - Inter-Unit Transaction, JV - Online Journal Voucher, KK - Commitment Control Journals, LA - Accrued Liabilities, LM - Enterprise Learning Management, MU - Mulit-Unit Transactions, PM - Plant Management, PR - Project Closing, PY - Payroll, RA Accrued Revenue, RV - PS exp to STARS, TR - Transactions from STARS, TV - Travel (Expenses), YA - Year End Adjustments This RDA is not applicable for the Division of Accounts, Dept. of Finance and Administration. | University and Student Business Services/Accounting | SW01 | 5 years |
| Accounting Reports | Documents relating to monthly accounting reports. This series also includes Accounting reports from Edison or the STARS System | Accounting | SW02 | 5 years |
| Active Employee Files | These files consist of Departmental Employee Human Resources (HR) information and contains documentation that includes Department of Human Resources (DoHR) Form 0307. Records covered under SW03 Human Resources Employee Eligibility Documentation shall not be destroyed under this RDA. Disposition Notes: Files may be scanned and converted into PDF images. Once images have been reviewed and verified, paper documents may be destroyed. Transfer record to Department of Human Resources (DOHR) when employee separates from the State of TN. If employee is transferring to another agency, the record is sent to the new employing agency. At separation of employee, record transfers to DOHR within 30 days and falls under the RDA 1280, Separated Employee Records. Agency is to confirm receipt of record by DOHR before destruction of agency copy. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. | Human Resources/Student Employment | SW19 | 6 months - Transfer to DoHR |
| Administrative Documents - Internal Policies and Procedures | Documents that relate to the day-to-day administration of internal policies, procedures, and rules. Record series includes, but not limited to: employee agreement forms, security forms, databases, frequently asked questions, and related forms. (This does not include the official record copy of the policies, procedures or rules which is covered by SW22.) | All Departments | SW25 | 5 years - destroy |
| Affirmative Action Compliance Records | Affirmative Action Program records and any supporting documentation related to recruitment, selection, and advancement of employees that may be used to show compliance with federal Affirmative Action rules and regulations. Maintain by calendar year. | Office for Institutional Equity | SW29 | 5 years - destroy |
| Affirmative Action Compliance Records Affirmative Action Program | Affirmative Action Program records and any supporting documentation related to recruitment, selection, and advancement of employees that may be used to show compliance with federal Affirmative Action rules and regulations | Office of Institutional Equity | SW29 | 5 years |
| Agreements and Memoranda of Understanding | Records include but are not limited to cooperative agreements, memoranda of understanding, legal agreements, and cooperative lease agreements. (This does not include Contracts which are covered by SW12). | SW43 | 6 years - destroy | |
| Alumni Development Files/ Donor Gifts and Contributions/Endowment and Living Trust Agreements. (P) | Current and Historical Data Including - Alumni Development Files: alumni information, solicitation, pledge and contributions data, and all related documents. | Development/Alumni | SW-U03 | Retain paper documents 5 years onsite and transfer to retain Records Storage for Permanent retention. Electronic records maintain permanently |
| Annual Report Working Papers | Working Paper documents relating to the annual reports prepared by all agencies. Examples include: budget reports, emergency management reports, etc. | Accounting | SW15 | 5 years - destroy |
| Athletics - Student National Collegiate Athletic Association (NCAA), Patient, and Academic Second Opportunity Records | Includes, but is not limited to Athletic files including NCAA eligibility and related files, student patient files, and Academic second opportunity applications. | Athletics, Registrar | SW-U04 | 10 year- destroy |
| Attendance and Leave Records | Attendance and Leave Records and Reports, Employee Leave Requests. Maintain as calendar year. | All Departments | SW09 | 5 years and destroy |
| Boards and Commission Documents | Documents or recordings related to meetings of Boards, Commissions, Councils, and Committees in the transaction of official business. Examples: Official correspondence, memorandums, final reports, official policies, current & obsolete directives, minutes/accounts of proceeding actions taken, agenda, copies of reports, and announcements. Maintain as calendar year. | All Departments | SW06 | Permanent |
| Budget Papers | Documents relating to budget working papers and budget requests. The records are documents used to assist the agency in the preparation of budgets and to justify requests to the Department of Finance and Administration as well as copies of official budget requests submitted to the Department of Finance and Administration for recommendations to be presented for final approval. Records include correspondence, instructions, tabulations, reports, cost estimates, budget request forms, program objectives, strategies, budget revisions and other related documents. Maintain by fiscal year. | Office of Financial Planning | SW18 | 5 years - destroy |
| Certificate of Records Destruction | Documents relating to Records Destruction. Examples include Certificate of Records, destruction of in agency records and Certificate or Records Destruction from state contracted vendors | University Records Officer | SW44 | 10 years |
| Child Care Facility Records | Records documenting the child care facility. Records include but not limited to: Visit reports, license renewal documents, license certificates, inspection reports, immunization inspection reports, fire safety reports, immunization inspection reports, fire safety reports, meal reports, program improvement plans, playground and meal supervisory plans, observation reports, etc. | Child Care Facilities | SW-U14 | 10 years -Destroy |
| College/University Animal Care Records | Records documenting Animal Care including but not limited to: Animal procurement, vaccination records, health records, livestock request form. | Division of Research and Innovation | SW-U16 | 5 years |
| College/University Boards, Commissions, and University/System Chief Executive Documents | Records include but not limited to: documents or records related to meetings of Boards, Commissions, Councils, and Committees. Documents relating to the University/System Chief Executive in the transaction of the official business. Examples: Official correspondence, memorandums, final reports, official policies, current & obsolete directives, minutes/accounts of proceedings, agenda, copies of reports, and announcements. | Office of Legal Counsel | SW-U01 | 5 Years in office - Permanently retain in archives |
| College/University Clinic Records | Records documenting Clinic Records including but not limited to: Patient records, patient billing information, clinic notes, medical history, evaluation, immunization records. | Student Health Center/Clinics | SW-U15 | 10 years |
| College/University Non-Closeout Capital Project Files | Records documenting non-Closeout Capital Projects files. Record series includes but is not limited to: Amendments, Supplements, Change Orders, Addendum, Bid Documents, Certificates of Substantial Completion, Certificate of Insurance, Schedules, Pay Applications, Job Order Contract Projects, Consent of Surety, Requests for Proposals, Notice to Proceed Letters, Field/Observation Reports, Photographs, Construction Progress Report, Designer Cost Estimates, Meeting Notes, Letters, and Transmittal. Capital Project Closeout files should be maintained permanently under SW-U08 University Real Property Files. | Campus Planning & Design | SW-U17 | 10 years |
| College/University Research Records | Research conducted including records created over the course of a research project , steps taken, and results. To include but not limited to: correspondence, project descriptions, final reports or deliverables, data, and related documentation and correspondence | All Departments | SW-U07 | 10 years and destroy. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. Following the end of the retention period, records should be destroyed or archived to be maintained as part of a research collection or under SW-U05 Trademark, Copyright, Patent Records, Printed Materials and Publications. |
| Communication Databases | Databases used for the collection of information to facilitate in communication and correspondence with the public. Includes spreadsheets/lists in paper format if an agency utilizes instead of electronic. Examples may include mailing lists for magazine or newsletter subscriptions, communication tracking systems, requests for publications, and agency/news updates | All Departments | SW31 | 5 years (Cutoff at the end of each Calendar Year or when agency no longer utilizes the mailing list, whichever is longer) |
| Contracts | Documents relating to contracts between state agencies and vendors. Records includes a copy of the final contract, Requests for Proposals (RFP)documents, Requests for Information (RFI) documents, bid evaluation documents, statements of work, deliverable documentation, change order documentation, correspondence, and other related documents. Former RDA S2272 | University Counsel/ Procurement & Contract Services/Division of Research and Innovation | SW12 | 6 years after termination or expiration of the contract |
| Credit Card and Purchasing Card (P-Card) Documents | Documents relating to the issuing and use of state issued credit cards and Purchasing cards (p-Cards). Records series includes: new card application, cardholder agreement form, approver signed agreement form, account maintenance forms, training tests, Edison security form, transaction logs, exception logs, fiscal officer's memos, account statements, and receipts. | All Departments/ Procurement & Contract Services | SW23 | Statements submitted and created in the Regions system from Fiscal Year 2015 and beyond, are maintained by The Office of Procurement and Contract Services for 5 years. P-card records related to a grant should be maintained by the department for 5 years from the date that the final financial report is submitted to the sponsor and/or other mandates of the grant. |
| Discrimination and Harassment Investigation files | Documents relating to discrimination and workplace harassment investigations. Examples: investigation intake/referral (PR-0411), investigation memos, Equal Employment Opportunity Commission charges/documents, Tennessee Human Rights Commission charges/documents | Office for Institutional Equity | SW14 | 5 years - destroy |
| Employee Medical Records | Documents relating to confidential employee medical records. Examples: Documentation of physicals and health status, Alcoholics Anonymous treatment statement, drug related treatment, injured in the line of duty and workers' compensation claims. | Human Resources | SW04 | Files are cut off upon termination of employee, maintained for 30 years. |
| Employee Payroll History | Legacy Payroll Systems' Registers Journal Vouchers, and Security Forms; and Employee Compensation, Deduction and Tax Records. | Payroll Office | SW46 | 65 years |
| Employment Applications - Not Selected Candidates | Application documents, hiring information, job registers, and resumes of candidates that were not selected for the position. Records include applications for full-time, part-time, temporary, and unpaid such as internships. These fall under three categories: Unsuccessful - applicant met criteria but were not hired, Non-responsive - applicants that did not submit required material or respond back to attempted communication, and Rejected - applications that were not submitted by the set deadline for submission or failed to meet minimum requirements. | Human Resources/Faculty Administrative Services | SW28 | 5 years - destroy |
| Fiscal Administrative Documents | Files may include documents of Fiscal Value not covered by another Statewide RDA or Agency Specific RDA. (Examples: receipt documents, invoices, purchase orders, inventory records, payment documentation, space assignment documentation, warranties, internal bookkeeping documentation, & balance sheets) | All Departments | SW20 | 5 years -destroy |
| Fraud Investigation Files | This series documents the investigations that are undertaken based on complaints or referrals received involving but not limited to alleged non-profit fraud, license fraud, medical fraud and the abuse of state funded benefits. Records include, but not limited to, research investigation notes, correspondence, files relative to investigation and any pertinent law enforcement data. Confidential investigation shall be kept under agency specific RDA. | Internal Audit/Division of Research and Innovation | SW41 | 10 years |
| Grants | This RDA may apply to any Grant Files not covered by a specific RDA. Files included in this record series may include any documents pertaining to grants, such as applications, Contracts, Invoices, Asset Documentation, Monitoring Documentation, Evaluations, Photographs, Reports, Close-out Documents and Correspondence. | Accounting/Division of Research and Innovation | SW21 | 5 years after the closure of grant and submission of final expenditure report. Departments should maintain grants records for the following document types: purchasing card statements; program reports; interim reports; and final reports. |
| Hazardous Material Files | Documentation of hazardous materials purchased, shipped, stored, or utilized by state agencies. Documents may include: inventories, shipping papers, safety documentation, utilization logs/registers, Federal or state compliance documentation(EPA,OSHA, TDEC, etc.),disposal documentation, and correspondence. Training documentation shall be stored with and covered by RDA SW19, Personnel Files. This RDA does not replace specific RDAs by an agency on specific hazardous materials or programs covered by an agency RDA. | Environmental Health and Safety | SW24 | 5 years - destroy |
| Historic Disaster Records | Record series includes, but is not limited to, records documenting the effects of and State's response to historic disaster events in Tennessee history. Examples of such events include major floods, damaging earthquakes, pandemics, violent/damaging tornadoes, major wildfires, etc. The Tennessee State Library & Archives should be contacted to confirm if a given event qualifies as a disaster for the purposes of this Statewide RDA. Note: Records transferred to the Library & Archives should be copies; the official records should be kept under the appropriate RDA for their required retention. | University Records Officer | SW47 | Maintain for calendar year and then transfer to the Tennessee State Library & Archives for permanent retention |
| Inactive Human Resources Employee Documentation | Documents pertaining to the proof of eligibility to work, included in this record series is human resource documentation kept in agency. Examples: Cards or sheets showing name, address, telephone number, and similar data for each office employee; performance evaluations, liens, garnishments, wage-related child support orders, employment verifications. Records covered under SW19 Active Employee Files shall not be destroyed under this RDA | Human Resources | SW03 | 5 years - destroy |
| Incident Reports | Records of incidents/accidents occurring on State controlled property, involving state personnel or members of the general public or state owned materials. A copy of incident reports involving injuries to state employees are to be included in the employee's medical file and covered under SW04 Employee Medical Records. Maintain by calendar year unless legal action is initiated, in which case the cut off will be the termination of any legal action. | Environmental Health and Safety/Human Resources/Police Services | SW26 | 10 years - destroy |
| Internal Audit Reports and Internal Audit Working Papers | Documents relating to internal audit reports and working papers generated by internal auditors to document investigations and/or audit reports conducted internally that are submitted to the commissioners, the Comptroller of the Treasury, and other parties. This RDA is not applicable to the Comptroller of the Treasury and its divisional offices. Files maintained by fiscal year. | Internal Audit | SW11 | 10 years |
| Internal Investigation Files | Records of investigation resulting from a complaint from the public and/or internally against an employee of the State. Records include but not limited to; Correspondence, photographs, interviews, criminal report, medical files, State employee's files, decisions, orders or disciplinary actions and any collateral documentation received for the investigation. | Human Resources/Office for Institutional Equity/Office of Legal Counsel/Police Services | SW30 | 10 years after completion of investigation, case closure, or the conclusion of all court proceedings. |
| Internal Policies and Procedures | Official record copy of the policies, procedures or rules. One copy of the policy, procedure, or rule will be kept by the issuing entity for retention/reference. Records series will include interim policies, procedures, and rules as well. | Office of Legal Counsel | SW22 | 10 years - destroy |
| Minutes of Boards and Official University Standing Committee Meetings (P) | May be administrative, faculty, departmental. | Oversight Officer | SW-U01 | Retain permanently; may be transferred to Archives upon rotation of chair. |
| Open Records Request | Record Series Consists of correspondence with the public regarding requests to view or retrieve information from official records. Records include but are not limited to emails, letters, and attachments. Note: the records requested are not covered by this RDA but are to be governed by the appropriate original RDA for the requested records. | Office of Legal Counsel/Human Resources | SW35 | 5 years - destroy |
| Original Captured Media | Finished products of video, audio and digital images captured and produced of official agency business created and used by the employees of the agency. | All Departments | SW36 | 5 years and transfer to Tennessee State Library and Archives |
| Real Property Lease Files | Documents relating to the lease space in which various state agencies and departments are housed excluding the lease agreement. Examples: space action request documentation, request for proposals, and other related correspondence/documentation. | All Departments | SW10 | 5 years - Destroy |
| Recordings from Law Enforcement Electronic Devices - Incident Not Identified | Recordings, created by a law enforcement agency using electronic devices, that are not known to have captured a unique or unusual action from which litigation or criminal prosecution is expected to likely to result. Records included but not limited to all recordings, regardless of where recording device is mounted, such as: Bodycam (device on officer's chest, shoulder, head, etc.), Dashcam (or any other device mounted on the inside or outside of a vehicle), Animal cam (on an animal's body), Drone (unmanned aerial vehicle or any other remote controlled equipment), Security Cameras (those mounted on buildings). These records are only for recordings where No Incident is Identified, recordings where an Incident is Identified will be superseded by the agency's investigative RDA or Statewide 30 Internal Investigation Files and shall not be destroyed under this Statewide. | Police Services | SW34 | 3 years - destroy |
| Request For Proposal (RFP) Documents - Not Selected | Final submitted bid documents that were not awarded the contract. These fall under three categories: Unsuccessful - bids met criteria but were not the best bid, Non-responsive - bids that did not follow directions and thus disqualified, and Rejected - bids that were not submitted by the set deadline for submission. ***Note***Request For Proposals chosen will fall under SW12*** | Procurement and Contract Services | SW27 | 5 years - destroy |
| Rule Promulgation File | These are the records of voting on policy or rule adoption. This series consists of the official files of the final promulgated rules: signed copies going to the Attorney General and Secretary of State response to public comments; any signed roll-call votes approving the rules, etc. | Office of Legal Counsel | SW40 | Permanent |
| State Publications and Annual Reports | State Agency publications and documents including annual, biennial, regular or special reports, or other printed material produced for distribution outside the department or agency for which the report or printed material was published. ***Contact Brian Fussell at Library & Archives in the Library Technical Services Section at 615-253-3459 or Brian.Fussell@tn.gov for transfer of records*** | All Departments | SW38 | Permanent |
| Student Admissions Applications - Denied, Cancelled, Admitted Non-Enrolled | Files of application records for admission to an undergraduate/graduate program. Records include but not limited to: documents or records related to student application for admission. Examples: application, standardized test scores, letters of recommendation, personal statements, medical records, high school and college transcripts, appeals, and other supporting documentation. | Enrollment Services and Academic Departments | SW-U10 | Maintain for 1 year and destroy |
| Student Application for Scholarship Files - Not Selected | Non-selected applications by students for academic or merit based scholarships. Record series includes but is not limited to: application and supporting documentation, notification letter, type of scholarship awarded, amount, appeals, and other specific requirements determined by the scholarship funding agent. | Office of Financial Aid and Academic Departments | SW-U11 | Maintain for 1 year and destroy at the end of the award or appeal process |
| Student Application for Scholarship Files - Selected | Selected applications by students for academic and/or merit based scholarships. Record series includes but is not limited to: application and supporting documentation, notification letter, type of scholarship awarded, amount, appeals, and other specific requirements determined by the scholarship funding agent. | Office of Financial Aid and Academic Departments | SW-U12 | Maintain for 5 year and destroy at the end of the award or appeal process |
| Student Education Records | These files contain the official academic record of students attending State institutions. They include, but are not limited to Academic Records (includes Narrative Evaluations, Competency Assessments), Change of Grade Records; Financial Aid Transcripts (if applicable), Class Lists (original grade sheets or cards), Graduation Lists, transcripts Permanent Student Cards, Statistical Data (enrollment, grades, racial/ethnic), degree), Commencement Program (1 copy), Student Disciplinary Files resulting in expulsion. | Registrar/Enrollment Services | SW-U02 | Image and retain original negative permanently at an alternate site. Use duplicate film inhouse. |
| Student Information Records | Records that are not protected as part of the Student Education Record (Statewide RDA SW-U02). These records include, but are not limited to individual office or department files, graduation authorizations, accepted applications for admission or readmission, credit by exam forms, placement records, student ledger cards/registration system receipts, tuition and fee charges, and athletic department files. | All Departments | SW-U06 | Maintain paper or electronic format for 5 years and destroy |
| Student Medical Records | Documents relating to Student medical records, Student health form, Immunization History, Meningitis form, Hepatitis form, Allergy Injection form, Health disclosure, etc. | Student Health Center & Disability Resource Services | SWU13 | 10 years -Destroy |
| Student National Collegiate Athletic Association (NCAA), Patient, and Academic Second Opportunity Records | Records include, but is not limited to Athletic files including NCAA eligibility and related files, student patient files, and Academic second opportunity applications. | Athletics | SW-U04 | 10 Years (Cut off period begins one year after student no longer attends institution) |
| Temporary Captured Media | Temporary Records, is defined at T.C.A 10-7-301(13)as: material which can be disposed of in a short period of time as being without value in documenting the function of an agency. Temporary records will be scheduled for disposal by requesting approval from the public records commission [PRC] utilizing a records disposition authorization [RDA]. Video, audio and still photography captured and produced by agency employees for the use of the agency and which do not meet quality standards (blurry, out of focus, etc.) are temporary and to be removed at the discretion of the creator and/or staff. Any media that is not disposed of will be covered under SW36. | All Departments | SW37 | 5 years - destroy |
| Temporary Records | Temporary Records are defined in T.C.A 10-7-301(13) as: "material which can be disposed of in a short period of time as being without value in documenting the functions of an agency. Temporary records will be scheduled for disposal by requesting approval from the public records commission [PRC] utilizing a records disposition authorization [RDA]." Temporary Records may include notes and communication media, including correspondence. These documents are only considered records of short term administrative value. (Examples: drafts, notes, voice mail, text messages, and email messages). Drafts, notes, voice mail, text messages and email messages are presumed to be temporary records unless they are governed by another RDA. Under no circumstance are documents of Fiscal, Legal, or Historic Value to be considered Temporary Records. Such records are to be covered by specific RDAs | All Departments | SW16 | Temporary records are not to be retained more than one year |
| Tennessee Information Enforcement System (TIES) Access Logs | The records, to whom the information relates, to whom the information was released, state identification or FBI number, and the purpose for which the information was requested. These records are created and maintained pursuant to the Federal requirements for the exchange of Criminal History Record Information. | Police Services | SW45 | 5 years |
| Title VI Annual Report | Agency copy of Annual Reports and supporting documentation submitted to the Federal Government or TN Human Rights Commission. | Office for Institutional Equity | SW39 | 5 years - destroy |
| Trademark, Copyrights & Patent Records, Printed Material and Publications (P) | These records include, but are not limited to Trademark, Copyright and Patent records, including correspondence, forms, documents and materials relating to application for and granting of same. Printed Materials and Publications which have permanent administrative, physical, historical or legal value, such as; class schedules (institutional), institutions catalogs, brochures, etc. | All Departments, Division of Research and Innovation and/or External Relations | SW-U05 | Scan paper records at the end of fiscal year and retain permanently. Two (2) paper copies of Printed Materials and Publications should be sent to library archive. May be converted to digital or microfilm and maintained permanently. |
| Travel Authorization Files (I) | Documents relating to requests and authorizations for in-state and out-of-state travel and related correspondence, including cost estimates for travel | Accounting | SW07 | Accounting Office - 5 years and destroy; all other offices - 1 year. |
| University Accreditation Records | Records include but are not limited to university, college, or department files documenting accreditation review by accrediting agencies. Record series may include reports, questionnaires, guides, and related documentation and correspondence | Academic Departments | SW32 | Permanent |
| University Personnel Records | Official personnel folders for each employee. | Human Resources/Student Employment | SW-U09 | 65 years - Destroy |
| University Police Case File | Reports documenting incidents involving campus police. Records include, but are not limited to: documents detailing incidents/offenses and accidents that occur on university property. Reports may contain case number, type of report, date, time, complainant or victim, address, and details of report. | SW-U20 | 10 years - destroy | |
| University Police Index Records | These records are used for reference and statistical purposes. The records series includes long term cases and historical files. Information includes arrest records, arrests/citations/investigations statistical data, capital case files, identification files, missing persons files, and supplementary reports. The agency may utilize this RDA for case files or reports of a special interest or historical nature. | SW-U21 | Permanent | |
| University Police Reports | Records include, but are not limited to: reports, supporting documentation, information on the scene of the incident, and correspondence. These records pertain to minor offenses such as traffic citations, parking tickets, etc. Records that pertain to major offenses will be kept under SW-U20 (University Police Case File). | SW-U19 | 5 years - destroy | |
| University Real Property Files | Facility files that include: deeds, leases, capital agreements, and other historical property documents. | Accounting | SW-U08 | Retain permanently in Accounting Office vault. |
| Unsuccessful Grant Applications | This series includes a record of proposals that have been denied funding or for which no award decision has been made by the funding state agency. Series includes, but not limited to, proposal for grant, correspondence, notes, project/planning files, grant evaluation summaries, letters of denial, and other related documentation. | Division of Research and Innovation | SW42 | 5 years - destroy (Records will be cut off the calendar year of when grant is denied) |
| Volunteer Forms and Unpaid Intern Records | Volunteer and intern screening documents and background check data. Records include but not limited to; Applications submitted by individuals volunteering and interning for the State, consent forms, background check information (verification of Social Security number, verification of Driver's License, Criminal History Records, etc.), liability forms, training records, training completion, disciplinary action, performance evaluation, etc. These records include only applicants accepted. | Human Resources | SW33 | 30 years - destroy |
| Voter Registration Declination Files | Forms and documentation to implement federal national voter registration act of 1993 and TCA 2-2-201 through TCA 2-2-207. The form has been established as a statewide form for the use of all agencies involved. Each voter registration agency clientele is provided this form when declining to register to vote. | SW13 | 5 years - destroy | |
| Working Papers | Working Papers are defined in T.C.A. 10-7-301(14) as: "those records created to serve as input for final reporting documents, including electronic data processed records, and/or computer output microfilm, and those records which become obsolete immediately after agency use or publication." Working Papers are used to produce a record in its final form. Working papers, as covered by this RDA, include those records that have evidentiary or informational value once their preparation has been completed and that relate to significant steps taken in preparing the final record - for example, substantive drafts that provide significant context for the development of the final record. The final record resulting from the working papers is governed by the appropriate RDA. This RDA does not apply to Annual Reports (SW15), Budget (SW18), or Internal Audit (SW11) working papers. This RDA covers all other working papers unless superseded by another specific RDA. | All Departments | SW17 | 1 year - destroy |