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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11181
Database ID: 1934
Record Series Title: Tennessee Education Lottery Scholarship, Tennessee Promise Scholarship, and Tennessee Reconnect Scholarship Appeals
Record Series Abstract: The student must submit an appeal to the Tennessee Student Assistance Corporation (TSAC) and provide a narrative outlining the student's appeal, supporting documentation including, but not limited to, medical records, financial records, and other related documents. Once a determination is made by the appeal panel, the student is notified in writing of the decision, with a copy sent to the student’s institution, and the appeal is closed.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Calendar year in which appeal is closed.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated in both paper and electronic One (1) Calendar year after cut off paper files will be scanned and migrated to electronic format for the remainder of their retention. Once the scan has been verified for completeness and accuracy the paper copies will be destroyed. The electronics 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: 2209
Record Location: Tennessee Student Assistance Corporation, Suite 1510, 404 James Robertson Parkway, Nashville, TN 37243
File Arrangement: Month / Year
Media Format Generated: Both
Media Format Stored: Electronic: Text
Date Range: 01/01/2006 - Current
Annual Accumulation: 2.5 cu. ft. / 20 MB
Current Volume: 2.5 cu. ft. / 100 MB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 20
Past Year: 240
2 - 5 Years: 3
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:
Confidential: Yes
Confidential Legal Citation: 10-7-504
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 YRS
Agency Retention - Years Active: 1 YR
Agency Retention - Years Inactive: 4 YRS
Records Center Retention Period: NA
Final Disposition after Retention Expires: Destroy
Legal Citation: 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,
Contact Information
Contact Name: Marcie Reece Mills
Job Title: Records Officer, Paralegal
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: Peter Abernathy, Senior Associate Executive Director and Attorney
Allotment Code: 33205
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 10-04-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2017 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 11181 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-08-2018 Thank you for your comments
RMD Director Recomendations: 10-10-2018 RDA 11181 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 11181.
Signed Form Received: 2018-10-10
PRC Meeting Date: 10-30-2018
PRC Comments: PRC approves RDA 11181.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1934 11181 2018-10-30 Approved