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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11143
Database ID: 2071
Record Series Title: Tennessee Higher Education Commission (THEC), Division of Postsecondary State Authorization (DPSA) Authorization Status Files for Institutions that Close in Good Standing
Record Series Abstract: DPSA authorization status files may contain, but are not limited to: correspondence with an institution from the THEC Executive Director, any letters regarding adverse action to be taken, documentation of authorization status changes, closure documents for institutions closed in good standing, and any other document deemed necessary to maintain on file for an institution.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off at the end of the calendar year when the institution is closed in good standing.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records will be maintained inactive for five calendar years after cut off. After five years the records are to be destroyed, including any microfilm or cds held. Files may contain sensitive information including, but not limited to, education records and personal identifiable information. Therefore, files will be destroyed according to standards for secured information.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2076
Record Location: Tennessee High Education Commission, Division of Postsecondary State Authorization Secure File Room, Parkway Towers, 404 James Robertson Parkway, Suite 1900, Nashville, TN 37243
File Arrangement: Alphabetical by institution name
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1/1990 to Current
Annual Accumulation: 1
Current Volume: 5 cu. ft., 9 rolls of microfilm, 6 CDs
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 12
Past Year: 243
2 - 5 Years: 30
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:
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: Life of the institution plus five years from the end of the calendar year in which the institution closed in good standing.
Agency Retention - Years Active: Life of institution
Agency Retention - Years Inactive: 5
Records Center Retention Period: 0
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:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Shauna Jennings
Job Title: Records Officer
Address 1: 404 James Robertson Parkway, Suite 1900
Address 2:
City: Nashville
Zip: TN
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, Associate Executive Director for the Division of Postsecondary State Authorization
Allotment Code: 33201
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-17-2015 No recommended changes.
Tennessee State Libary and Archives: 09-17-2015 No recommended changes.
Comptroller Audit Review: 2015-09-17 We have reviewed RDA 11143 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-18-2015 No comment necessary.
RMD Director Recomendations: 09-23-2015 RDA 11143 is a request for a new RDA. The retention period will be five years and destroy. The format will be paper. Recommend approval of request for new RDA 11143.
Signed Form Received: 2015-09-23
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 11143.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2071 11143 2015-10-13 Approved
2141 11143 2016-06-22 Approved
2480 11143 2018-10-30 Approved