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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW-U02
Database ID: 2196
Record Series Title: Student Education Record (College/University Statewide)
Record Series Abstract: 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.
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: 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). Maintained in agency permanently at college/university offices or data center.
View Signed Form: View Form
Worksheet
Worksheet ID: 2197
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: 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, Historic, 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: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: In agency or institution\\\'s library archive
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: T.C.A.10-7-504(a)(4)(A)& Family Education Rights and Privacy Act (FERPA) 20 U.S.C. 1232g
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: T.C.A.10-7-504(a)(4)(A)& Family Education Rights and Privacy Act (FERPA) 20 U.S.C. 1232g
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: 615-7415739
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): 01-26-2017 No recommended changes
Tennessee State Library and Archives: 02-16-2017 No recommended changes.
Comptroller Audit Review: 2017-01-30 We have reviewed RDA SW-U02 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-16-2017 Agency concurs
RMD Director Recommendations: 03-06-2017 RDA SW-U02 is a request to create a new RDA. the retention period will be permanent. The format will be paper/electronic. Recommend approval of request to create RDA SW-U02.
Signed Form Received: 2017-03-06
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves Statewide University SW-U02
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2196 SW-U02 2017-03-28 Approved