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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 957
Database ID: 140
Record Series Title: Request for Duplicate Diploma or Education Verification
Record Series Abstract: These records consist of but not limited to requisitions for duplicate diploma’s and request from employers requesting verification of an employee’s high school transcripts.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records include but not limited to request for duplicate diplomas from graduates who have lost or misplace an original diploma, also from employers requesting verification of education pertaining to job applicants, are received in this office via US mail. Upon completion of the request, the completed forms received are filed and kept in this office for 5 years and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 140
Record Location: 710 James Robertson Parkway, 9th Floor, Andrew Johnson Tower, Nashville, TN 37243
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: Paper: Other
Date Range: 2002 to current
Annual Accumulation: 3 cubic feet
Current Volume: 10 cubic feet
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 12
2 - 5 Years: 60
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Terri L. Breece
Job Title: Director of Operations
Address 1: 710 James Robertson Parkway
Address 2: 10th Floor, Andrew Johnson Tower
City: Nashville
Zip: 37243-0381
Phone: 615-770-1798
Email: Terri.Breece@tn.gov
Agency: Dept. of Education
Agency Head: Candice McQueen
Director: Christy Ballard
Allotment Code: 33101
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 07-27-2017 No recommended changes.
Tennessee State Libary and Archives: 08-02-2017 No recommended changes.
Comptroller Audit Review: 2017-08-15 We have reviewed RDA 957 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-15-2017 Education agrees no recommended changes.
RMD Director Recomendations: 02-13-2018 RDA 957 is a request to revise an RDA. The retention period will change from twenty-five years and transfer to Library & Archives for permanent retention to retain for five years and destroy. The format will remain paper. The reason for the change from permanent to destroy is that most of the records series contained items with no legal reason to keep permanently. Items for permanent retention will be sent to Library & Archives under new RDA 11254, Graduation Rosters. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 957.
Signed Form Received: 2018-08-31
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 957.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
140 957 2018-04-25 Approved