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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 3036
Database ID: 1228
Record Series Title: TN Foreign Language Institute, student class registration, Scholarship and Waiver Records
Record Series Abstract: Record series includes but is not limited to Foreign Language Group Class Registration, Applications for Financial Assistance and Waivers.
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: Files are to be cut off at the end of each fiscal year, then maintain in agency 5 years; then destroyed according to state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1228
Record Location: 220 French Landing Suite 1-B
File Arrangement: Chronological, alphabetical by last name
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1986 - current
Annual Accumulation: .3 cu. ft. 69 KB
Current Volume: 3 cu. ft. 347 KB
Record Value: Administrative, Fiscal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 3
Past Year: 0
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
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: ProClass
IT-ABC Number:
Hardware Description: Amazon, With onsite generators, redundant internet connectivity, multiple firewall layers, multiple offsite backup locations, ultimate scalability, and extensive bandwidth capability, out network infrastructure and security is top tier.
Software Description: Class management software - utilizing MS SQL
System Location: Amazon vendor - multiple data center locations
Backup Procedures: We use fully redundant servers for all database applications and we back up all data every 6 hours.
Disaster Recovery: We create and archive full environment images within our network and on our distributed network to provide the fastest recovery possible
Data Migration Description: Per contract "you may access this information at any time by downloading it from our servers using your private password and login identifier
Metadata Description: name, registration date, pdf, student name
Contact Information
Contact Name: Marlan Crawford
Job Title: Fiscal Director
Address 1: 220 French Landing
Address 2: Suite 1B
City: Nashville
Zip: 37243
Phone: 615-741-7579
Email: Marlan@tfli.org
Agency: TN Foreign Language Institute
Agency Head: David Gregory
Director: Janice Rodriguez
Allotment Code: 33260
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-10-2017 No recommended changes.
Tennessee State Libary and Archives: 08-10-2017 No recommended changes.
Comptroller Audit Review: 2017-08-10 We have reviewed RDA 3036 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-17-2017 Ok.
RMD Director Recomendations: 08-17-2017 RDA 3036 is a request to revise an RDA. The retention period will increase from three years to five years and destroy. The format will change to paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 3036.
Signed Form Received: 2017-08-17
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 3036.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1228 3036 2017-09-07 Approved