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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10149
Database ID: 1416
Record Series Title: ALUMNI DEVELOPMENT FILES/DONOR GIFTS AND CONTRIBUTIONS/ENDOWMENT AND LIVING TRUST AGREEMENTS
Record Series Abstract: Current and Historical Data Including (1) Alumni Development Files: Current historical data including alumni information. solicitation, pledge and contributions data, and all related documents. (2) Donor Gifts and Contributions: Donor Recognition Committee, Donor Director of Private Giving, Fund Raising Report, Philanthropy Awards, and all related documents. (3) Endowment and Living Trust Agreements, and all related documents.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Records will be scanned digitally immediately after cutoff. Once verified for completeness and accuracy paper record may be disposed and electronic version kept for remainder of retention. Maintained in agency for 5 years then stored permanently at TBR Data Center.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1416
Record Location: TBR Data Center, 1415 Murfreesboro Rd. Nashville, TN 37217
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 1989 - current
Annual Accumulation: Varies by institution, agency conducting assessment
Current Volume: Varies by institution, agency conducting assessment
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Appropriate federal agencies.
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: T.C.A. 49-7-140
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive: Permanent
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Migrate to Electronic Data
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TBRFS01
IT-ABC Number: N/A
Hardware Description: Netapp FAS Filer
Software Description: Netapp FAS Filer running network shares.
System Location: 1415 Murfreesboro Pike Suite 358 Nashville, TN 37217
Backup Procedures: Arcserve backup software. Full on Friday night and incrementals on the rest of the days. Backed to tape and fulls sent of offsite DC located at Columbia State Community College.
Disaster Recovery: Depending on the disaster scenario, but worst case would be to procure new storage availability and restore from last known good full backup.
Data Migration Description: Currently data is not migrated. However, we are working on a plan to implement this by Dec. 31, 2016.
Metadata Description: Date, File Type, File Name
Contact Information
Contact Name: Sonja Mason
Job Title: Assistant Board Secretary
Address 1: 1415 Murfreesboro Rd.
Address 2: Suite 340
City: Nashville
Zip: 37217
Phone: 615-366-3927
Email: Sonja.Mason@tbr.edu
Agency: TN Board of Regents
Agency Head: David Gregory
Director: Mary G. Moody
Allotment Code: N/A
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-26-2016 No recommended changes.
Tennessee State Libary and Archives: 05-27-2016 No recommended changes.
Comptroller Audit Review: 2016-05-26 We have reviewed RDA 10149 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-01-2016 No Changes
RMD Director Recomendations: 06-02-2016 RDA 10149 is a request to revise an RDA. The retention period will change from ten years and destroy to five years and keep permanently in agency. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 10149.
Signed Form Received: 2016-06-02
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 10149
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1416 10149 2016-06-22 Approved
2369 10149 2018-04-25 RDA Retired