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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2985
Database ID: 1179
Record Series Title: Tennessee Student Assistance Corporation (TSAC) Loan Forgiveness Program Records
Record Series Abstract: This record series contains records related to state and lottery for education funded loan forgiveness programs administered by the Tennessee Student Assistance Corporation (TSAC). If the student fails to fulfill the service obligation, the loan scholarship must be repaid in full. Records include program applications, student education records, promissory notes, and service, financial repayment documentation containing personally identifiable information (PII).
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The record is closed when the loan has been repaid in full either through fulfilling the service obligation or monetary repayment.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated in both electronic and paper format. The files remain active until the loan is paid in full either by fulfilling a service obligation or monetary repayment and inactive for five (5) calendar years after cut-off. Once the file is closed, the paper files will be scanned and migrated to electronic format. Once the scan has been verified for completeness and accuracy the paper copies will be destroyed. The electronic file will be kept for the life of the record series and then destroyed according to state approved methods for confidential record destruction.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1179
Record Location: Tennessee Student Assistance Corporation, Suite 1510, 404 James Robertson Parkway, Nashville, TN 37243
File Arrangement: Active: Alpha / Closed: Year Closed
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1989 - Current
Annual Accumulation: 20 MB / 5 cu. ft.
Current Volume: 1 GB / 15 cu. ft.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 315
Past Year: 3780
2 - 5 Years: 1
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: 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
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: Five (5) Years
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: No Legal Documentation
Electronic Records Plan Inventory
System Name: Agency Share Drive
IT-ABC Number:
Hardware Description: Strategic Technology Solutions (STS) Data Center Server
Software Description: Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location: TN State STS Data Center
Backup Procedures: Data stored on the Shared SQL server is replicated. For the Windows application server, currently, only standard file level backup services are offered. Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery: STS preforms nightly backups of servers which includes the current two days of backups for each database. Hard copy Backups are stored off-site weekly.
Data Migration Description: The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators.
Metadata Description: File Name, File Type, Date, Date Modified
Contact Information
Contact Name: Marcie Mills
Job Title: Paralegal, Records Officer
Address 1: Suite 1510, Parkway Towers
Address 2: 404 James Robertson Parkway
City: Nashville
Zip: 37243
Phone: 615.253.7458
Email: Marcie.Mills@tn.gov
Agency: TN Student Assistance Corporation
Agency Head: Mr. Mike Krause, Executive Director
Director: Mr. Tim Phelps, Associate Executive Director Grant and Scholarships
Allotment Code: 33205
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-11-2018 No recommended changes.
Tennessee State Libary and Archives: 10-12-2018 No recommended changes.
Comptroller Audit Review: 2018-10-12 We have reviewed RDA 2985 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 07-31-2019
RMD Director Recomendations: 10-23-2019 RDA 2985 is a request to revise an RDA. The retention period will be five years and destroy. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2985.
Signed Form Received: 2019-10-23
PRC Meeting Date: 11-12-2019
PRC Comments: PRC approves RDA 2985.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1179 2985 2019-11-12 Approved