| Worksheet ID: |
2025 |
| Record Location: |
710 James Robertson Parkway |
| File Arrangement: |
alpha |
| Media Format Generated: |
Electronic |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
4/10/2008 - current |
| Annual Accumulation: |
1.59 GB |
| Current Volume: |
1 GB |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
80 |
| Past Year: |
70 |
| 2 - 5 Years: |
45 |
| Over 5 Years:
|
20 |
|
| Data Update Frequency: |
|
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
United States Department of Education’s Office of Special Education Programs (OSEP) |
| Essential Record: |
No |
| Essential Record Stored: |
|
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
20 U.S.C 1415 |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
Electronic Permanent |
| Agency Retention - Years Active: |
Perpetuity in electronic format |
| Agency Retention - Years Inactive: |
0 |
| Records Center Retention Period: |
0 |
| Final Disposition after Retention Expires: |
Keep as Electronic |
| Legal Citation: |
Ferpa 20 U.S.C 1232g; (IDEA) 20 U.S.C. 1400, et seq; 20 U.S.C. 1415; 20 U.S.C. § 1232g; 34 CFR Part 99; 34 C.F.R 300.151-153; 34 CFR 80.42 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
H Drive (department hard drive) |
| IT-ABC Number: |
|
| Hardware Description: |
TN Department of Education uses its H drive server which is housed in a cluster Enterprise SQL(Structured Query Language) 2012 Environment using these devices: Intel 64-bit processors, including IBM System x, eServer xSeries, and BladeCenter servers. |
| Software Description: |
TN Department of Education H drive servers run Windows Server 2012 Enterprise 64- Bit R2 or later with these software packages for each portion of the enterprise software application |
| System Location: |
Strategic Technology Solutions (formerly Office of Information Resources) South Data Center located in Smyrna Tennessee hosts the servers that will be utilized for the storage to comply with Statewide and TDOE Electronic Records Policy. |
| Backup Procedures: |
H(department) drive data are backed up between the north and south Strategic Technology Solutions (formerly Office of Information Resources) data centers, as well as, Strategic Technology Solutions (formerly Office of Information Resources) back ups. These procedures consist of daily incremental back ups, and weekly total back ups on the weekend. The process for backing up data from Strategic Technology Solutions (formerly Office of Information Resources) South Data Center is to mirror the information at the Strategic Technology Solutions (formerly Office of Information Resources) North data Center, and then create a weekly back up tape. |
| Disaster Recovery: |
"Data replication. All H drive data components are shut down and then all data is replicated to a secondary site. Another type of replication is the more common case, the data is replicated continuously as needed. Disaster recovery begins with the utilization of the Strategic Technology Solutions (formerly Office of Information Resources) North Data Center for both operations and data. If both Strategic Technology Solutions (formerly Office of Information Resources) north and south data centers are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier and restoring data from the offline tape backups stored. " |
| Data Migration Description: |
Migrate the data from the source environment. Analyze the converted deployment data set for potential errors that could occur during the import and for the impact on the destination environment. Backing up data is necessary during this process |
| Metadata Description: |
Contains documents related to, but not limited to complaints investigated by the Tennessee Department of Education, Office of Legal Council, documents include complaints received via United States Postal Services and/or emailed, and letters of findings for each complaint as well as other correspondences pertaining to the complaint and/or investigation. These complaints contain personal information of person(s) being investigated as well as the person(s) submitting complaints to the department, they have all been signed by appropriate Local Education Agency authorities and others. |
