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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW-U04
Database ID: 2197
Record Series Title: Student National Collegiate Athletic Association (NCAA), Patient, and Academic Second Opportunity Records (College/University Statewide)
Record Series Abstract: These records include, but is not limited to Athletic files including NCAA eligibility and related files, student patient files, and Academic second opportunity applications.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: One year after student no longer attends institution.
Total Retention: 10 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 college/university data center for 10 years, then destroyed.
View Signed Form: View Form
Worksheet
Worksheet ID: 2198
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, 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: Yes
If Shared, List Agencies: NCAA
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: Yes
Confidential Legal Citation: Family Education 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: 10 years
Agency Retention - Years Active: 2
Agency Retention - Years Inactive: 8
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Family Education Rights & Privacy Act (FERPA) 20 USC 1232g; 34 CFR Part 99; T.C.A. 49-7-216
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): 01-26-2017 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-U04 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-U04 is a request to create a new RDA. the retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW-U04.
Signed Form Received: 2017-03-06
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves Statewide University SW-U04
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2197 SW-U04 2017-03-28 Approved