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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: SW-U12
Database ID: 2333
Record Series Title: Applications for Scholarship Files - Selected
Record Series Abstract: This record series governs selected applications by students for academic and/or merit based scholarships. Record series includes but is not limited to: application and supporting documentation, notification letter, type of scholarship awarded, amount, appeals, and other specific requirements determined by the scholarship funding agent. This RDA covers selected applications only. Non-selected applications should be kept under SW-U11 Applications for Scholarship Files – Non-Selected
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: End of the Award Period
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).
View Signed Form: View Form
Worksheet
Worksheet ID: 2333
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: Monthly
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: TCA 10-7-504, Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g)
Media Recommendation:
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 4 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 10-7-504, Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g), 10-7-504 TCA
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: 8th Floor
City: Nashville
Zip: 37243
Phone: 615-741-5739
Email: records.management@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director: Kevin Callaghan
Allotment Code: 30513
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-11-2018 No recommended changes.
Tennessee State Library and Archives: 01-11-2018 No recommended changes.
Comptroller Audit Review: 2018-01-16 We have reviewed RDA SW-U12 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-U12 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-U12.
Signed Form Received: 2018-04-05
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA SW-U12.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2333 SW-U12 2018-04-25 Approved