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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11169
Database ID: 2067
Record Series Title: Student Education Record
Record Series Abstract: These files contain the official education record of students attending TBR institutions. They include, but are not limited to Academic Records (includes Narrative Evaluations, Competency Assessments), Change of Grade Records; Financial Aid Transcripts, Class Lists (original grade sheets or cards), Graduation Lists, Permanent Student Cards, Statistical Data (enrollment, grades, racial/ethnic), degree), Commencement Program (1 copy), Student Disciplinary Files resulting in expulsion or suspension.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Academic Year
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Paper 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. Electronic records will be kept in Banner Data Center South, and/or TBR data center permanently.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2072
Record Location: Banner Records: Data Center South, 92 Weakley Ln., Smyrna, TN 37167 TBR Data Center: 1415 Murfreesboro Rd Nashville, TN 37217
File Arrangement: Alpha numeric
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, Fiscal, Historic, Legal
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: Yes - Original
Essential Record Stored: Banner & TBR Data Center
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: Family Educational Rights & Privacy Act (FERPA) 20 USC 1232g: 34 CFR Part 99; T.C.A. 49-7-216
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 Year
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive: Permanent
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: Family Educational Rights & Privacy Act (FERPA) 20 USC 1232g: 34 CFR Part 99; T.C.A. 49-7-216
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 11169 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 11169 is a request to create a new RDA. The retention period will be zero years and then kept permanently electronically in agency. The format will be paper/electronic. Recommend approval of request to create RDA 11169.
Signed Form Received: 2016-06-02
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 11169
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2067 11169 2016-06-22 Approved
2370 11169 2018-04-25 RDA Retired