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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10211
Database ID: 1473
Record Series Title: STUDENT-LEVEL SPECIAL EDUCATION RECORDS
Record Series Abstract: Student-level special education information used by school districts for development and implementation of individualized education programs for students with disabilities; for state and federal reporting and district planning. The documents stored under this RDA are the Individual Education Plans (IEP) and all associated documents for students receiving special education services in Tennessee public schools. IEP's are developed annually in accordance with the Individuals with Disabilities Education Act (IDEA). An IEP is a document that defines a child's special education program and is designed to meet the unique educational needs of that child, who has been identified as a student with a disability as defined by federal regulations.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When the student either graduates, becomes ineligible, or ages out.
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: These records will be maintained permanently. The permanent records are stored by our IEP system vendor, not by the state. The records are never purged from the system, but moved to inactive status and located on a different server environment than active students.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1473
Record Location: Data Center
File Arrangement: By student within specific LEA.
Media Format Generated: Electronic
Media Format Stored: Electronic: Sconpreadsheet/Database
Date Range: 08/2004 - current
Annual Accumulation: 70 GB
Current Volume: 250 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 3200
Past Year: 1000
2 - 5 Years: 200
Over 5 Years: 3
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: US Dept of Education - Office of Special Education Programs.
Essential Record: Yes - Original
Essential Record Stored: Data Center
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 20 U.S.C $1232g; 34 CFR Part 99
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 0 years active after cut off, Permanent inactive
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: Permanent
Records Center Retention Period: 0
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: CFR 34, 300.573
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: IEP System: Edplan (Vendor: Public Consulting Group, Inc.)
IT-ABC Number:
Hardware Description: Isilon cluster with 6 X-200 Nodes for PDF document storage
Software Description: Isilon OneFS v7.0.2.8
System Location: Public Consulting Group hosting center in the Watertown, MA AT&T Data Center
Backup Procedures: All shares are backed up by CommVault backup system on regular schedules.
Disaster Recovery: Disaster recovery involves mitigating the hardware issues for the Isilon storage system and replacing the files from CommVault backups.
Data Migration Description: All data, including PDF files, resides on the ISILON cluster. Currently data is not archived or removed from storage. The Public Consulting Group Information Technology Services Division maintains and migrates data according to system updates, upgrades, and replacements. Projects have been completed involving full storage system replacement and further information will be provided upon request.
Metadata Description: Data and Metadata in ISILON are striped across all nodes available in the cluster for redundancy. Data is in the form of PDF documents and reports produced from the EdPlan system.
Contact Information
Contact Name: Rasheeda Washington
Job Title: Executive Director of Operations and Facilities
Address 1: 710 James Robertson Parkway
Address 2: 9th Floor, Andrew Johnson Tower
City: Nashville
Zip: 37243
Phone: 615-532-9477
Email: Rasheeda.Washington@tn.gov
Agency: Dept. of Education
Agency Head: Candice McQueen
Director: Joey Hassel
Allotment Code: 331.36
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-14-2015 No recommended changes.
Tennessee State Libary and Archives: 05-14-2015 No recommended changes.
Comptroller Audit Review: 2015-05-14 We have reviewed RDA 10211 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-14-2015 Agency agrees. No changes recommended.
RMD Director Recomendations: 06-06-2015 RDA 10211 is a request to revise an RDA. The retention period will be permanent and the format electronic. Recommend approval of RDA 10211.
Signed Form Received: 2015-05-26
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 10211.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1473 10211 2015-06-23 Approved