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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW-U06
Database ID: 2195
Record Series Title: Student Information Records (College/University Statewide)
Record Series Abstract: 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, 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: Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. Maintained in agency for 5 years then destroyed.
View Signed Form: View Form
Worksheet
Worksheet ID: 2196
Record Location: Records officer shall keep documentation of specific location.
File Arrangement: Alpha/Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2010 to current
Annual Accumulation: Agency records officer shall keep documentation of annual accumulation.
Current Volume: Agency records officer shall keep documentation of specific volume.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g), TCA 10-7-504
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 4
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g), TCA 10-7-504
Record Sample: No Sample
Legal Documentation: View Legal Documentation
Electronic Records Plan Inventory
System Name: Records Officer shall document system name.
IT-ABC Number:
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description: All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location: Agency Records Officer shall document the system location.
Backup Procedures: Backup procedures system shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery: Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description: Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Metadata Description: File Name, Date Created, File Type, & Date Modified
Contact Information
Contact Name: Records Management
Job Title: Records Management Division
Address 1: 312 Rosa L. Parks Ave.
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-5739
Email: records.management@tn.gov
Agency: Statewide
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-25-2018 No recommended changes
Tennessee State Library and Archives: 01-25-2018 No recommended changes.
Comptroller Audit Review: 2018-01-26 We have reviewed RDA SW-U06 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-26-2018 Agency Concurs
RMD Director Recommendations: 04-06-2018 RDA SW-U06 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW-U06.
Signed Form Received: 2018-04-05
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA SW-U06.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2195 SW-U06 2018-04-25 Approved