Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10152
Database ID: 1419
Record Series Title: Student Information Records
Record Series Abstract: Records that are not protected as part of the Student Education record. These records include, but are not limited to individual office or department files, Entrance Examination Reports, Transcripts (high school, other colleges) foreign student forms, graduation authorizations, advance placement records, applications for admission or readmission, credit by exam forms, placement records, transfer credit evaluations, student ledger cards/registration system receipts, tuition and fee charges, AAPP scan sheets and essay booklets, examination papers and answer sheets, athletic department files, campus health clinic records
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Academic Year
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Paper records will be scanned immediately after cutoff. Once verified for completeness and accuracy paper record may be disposed and electronic version kept for remainder of retention. Records will be kept at TBR Date Center for 5 years, then destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1419
Record Location: TBR Data Center 1415 Murfreesboro Rd. Nashville, TN 37217
File Arrangement: Alpha
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1967 - current
Annual Accumulation: Varies by institution, agency conducting assessment
Current Volume: Varies by institution, agency conducting assessment
Record Value: Administrative
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: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 Years
Agency Retention - Years Active: 1 Year
Agency Retention - Years Inactive: 4 Years
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
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 cifs for 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 to 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 10152 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 10152 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 10152.
Signed Form Received: 2016-06-02
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 10152
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1419 10152 2016-06-22 Approved
2426 10152 2018-10-30 RDA Retired