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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11042
Database ID: 2075
Record Series Title: Tennessee Higher Education Commission, Division of Postsecondary State Authorization (DPSA) Complaint, Investigation, Exemption, and Claim Files
Record Series Abstract: DPSA formal complaint files are assigned a specific complaint number and may include the following: written statement from the complainant, DPSA's request for a response from the institution referenced in the complaint, response from the institution, and any other documentation related to the investigation and resolution and or conclusion of the complaint. Tuition Guaranty Fund (TGF) claims are files including claim forms and justifying documentation. Investigation files are comprised of materials gathered during the investigation of authorized or unauthorized institutions unrelated to complaints. Exemption files include requests for exemption recognition or granting of Tenn. Code Ann. 49-7-2004 exemption status.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off at the end of the calendar year when the complaint, investigation, exemption request, or claim is officially withdrawn or closed.
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. 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: 2080
Record Location: Tennessee Higher Education Commission, Division of Postsecondary State Authorization Secure File Room, Parkway Towers 404 James Robertson Parkway, Suite 1900, Nashville, TN 37243
File Arrangement: Alphabetically by closure/withdrawal year
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1/2009 to Current
Annual Accumulation: 6 cu. ft.
Current Volume: 12 cu. ft.
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: Monthly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years from end of calendar year of date of withdrawal or closure
Agency Retention - Years Active: 0
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:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Shauna Jennings
Job Title: DPSA Records Officer
Address 1: 404 James Robertson Pkwy, Suite 1900
Address 2:
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, Associate Executive Director for the Division of Postsecondary State Authorization
Allotment Code: 33201
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 09-24-2015 No recommended changes
Tennessee State Libary and Archives: 09-24-2015 No recommended changes.
Comptroller Audit Review: 2015-09-29 We have reviewed RDA 11042 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-18-2015 No changes necessary.
RMD Director Recomendations: 01-19-2016 RDA 11042 is a request for a new RDA. the retention period will be five years and the format will be paper. Recommend approval of request to create RDA 11042.
Signed Form Received: 2015-12-03
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 11042.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1894 11042 2014-09-10 Approved with Changes
2053 11042 2015-06-23 Approved
2075 11042 2016-02-25 Approved
2486 11042 0000-00-00 Pending
2487 11042 2018-10-30 Approved
2562 11042 0000-00-00 Pending
2563 11042 0000-00-00 Pending