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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
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RDA Details
RDA
RDA: 11116
Database ID: 1935
Record Series Title: Tennessee Higher Education Commission, Division of Postsecondary State Authorization (DPSA) Institutional and Agent Bonds
Record Series Abstract: Institutional Bonds and Agent Bonds, Letters of Credit, and Proof of Annual Premiums Paid
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Calendar year following the closure of the institution
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Institutional Bonds and Agent Bonds will be retained with the agency for the life of the institution plus 5 calendar years from the end of the calendar year of the institution's closure. When the 5 year retention period expires the record will then be destroyed according to standards for secured information.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1910
Record Location: Tennessee Higher Education Commission, Division of Postsecondary State Authorization Secure File Room,Parkway Towers 404 James Robertson Parkway, Nashville, TN 37243
File Arrangement: Alphabetical by institution name
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1974 to current
Annual Accumulation: .25 cu ft
Current Volume: 9 cu ft
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 12
Past Year: 12
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Parkway Towers 404 James Robertson Parkway, Suite 1900. DPSA locked fire cabinet in locked file room.
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: Life of the institution plus 5 years from the end of the calendar year following its closure.
Agency Retention - Years Active: Life of institution
Agency Retention - Years Inactive: 5
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
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Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
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Contact Information
Contact Name: Shauna Jennings
Job Title: DPSA Records Officer
Address 1: 404 James Robertson Parkway
Address 2: Suite 1900
City: Nashville
Zip: 37243
Phone: 615-741-0662
Email: shauna.jennings@tn.gov
Agency: TN Higher Education Commission
Agency Head: Dr. Russ Deaton, Interim Executive Director
Director: Dr. Stephanie Bellard-Chase, Assistant Executive Director Postsecondary State Authorization
Allotment Code: 33201
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 06-04-2015 No recommended changes.
Tennessee State Libary and Archives: 06-04-2015 No recommended changes.
Comptroller Audit Review: 2015-06-08 We have reviewed RDA 11116 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-09-2015 Thank you.
RMD Director Recomendations: 06-09-2015 RDA 11116 is a request for a new RDA. The retention period will be five years after the closure of the institution. The format will be paper. Recommend approval of RDA 11116.
Signed Form Received: 2015-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 11116.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1935 11116 2015-06-23 Approved