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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2459
Database ID: 2076
Record Series Title: Tennessee Higher Education Commission, Division of Postsecondary State Authorization (DPSA) Authorization Application Files
Record Series Abstract: DPSA authorization application files include anything submitted with or related to the annual authorization of institutions, approval of programs, school personnel, and agent permits. This may include, but is not limited to, approval notification, waivers, correction letters, and institutional responses thereto.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off at the end of the calendar year in which the application is approved, withdrawn, denied, or any other action is taken.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Record will be maintained for 5 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 confidential information.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2081
Record Location: Tennessee Higher Education Commission, Div. of Postsecondary State Authorization Secure File Room Parkway Towers 404 James Robertson Parkway, Suite 1900 Nashville, TN 37243
File Arrangement: Alphabetically by name of institution and year
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2004-current.
Annual Accumulation: 25 - 50 cu. ft.
Current Volume: 2004-2009 files stored in 125 rolls of microfilm and 38 DVDs; 2010-current 94 cu. ft. paper files.
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 20
Past Year: 10
2 - 5 Years: 25
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Tennessee Higher Education Commission, Div. of Postsecondary State Authorization Secure File Room Parkway Towers 404 James Robertson Parkway, Suite 1900 Nashville, TN 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active:
Agency Retention - Years Inactive: 5
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: None
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 Parkway, 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 2459 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 2459 is a request to revise an RDA. The records series abstract has been updated to include anything submitted with or related to the annual authorizations of institutions. Previously, the abstract was a specific checklist. The retention period will remain five years and the format paper. Recommend approval of request to revise RDA 2459.
Signed Form Received: 2015-12-03
PRC Meeting Date: 02-25-2016
PRC Comments: PRC approves RDA 2459.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
894 2459 2014-09-10 Approved with Changes
2052 2459 2015-06-23 Approved
2076 2459 2016-02-25 Approved
2140 2459 2016-06-22 Approved
2215 2459 2017-03-28 Approved
2427 2459 0000-00-00 Pending