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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2459
Database ID: 2140
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If Other, Explain: Cut off at the end of the calendar year in which the application is approved, withdrawn, denied, or any other action is taken.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: Records are generated in paper and electronic format. Paper records are then scanned and after verification will be destroyed by state approved methods. Electronic records will be uploaded after receipt. Electronic format will be kept for the remainder of retention and then destroyed by state approved methods. Paper records sent to the State Records Center prior to January 1, 2016 will be kept in paper format at the State Records Center until end of retention. All records after cut off will be kept for 5 years, after retention ends records will be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2141
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: Both
Media Format Stored: Paper/Electronic
Date Range: 2011-current
Annual Accumulation: 3-5 GB
Current Volume: 20 GB electronic storage, 146 cu. ft paper
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 Parkway Towers 404 James Robertson Parkway, Suite 1900 Nashville, TN 37243 State Records Center Richards & Richards 1741 Elm Hill Pike Nashville, TN 37210
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active: 0
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: THEC Post-Secondary Transcript Server (LaserFiche)
IT-ABC Number: LAS1213
Hardware Description: Server name: CB50SDCWA00002. Virtual server with 2 cores, 4 GB memory, 60 GB Operating System, 500 GB data storage, and Total Disk Size of 620.4 GB.
Software Description: VMware running Microsoft Windows Server 2012, LaserFiche ECM Document Management System, Microsoft SQL Server Express 2012
System Location: Server, software, and metadata in TN State STS Data Center South
Backup Procedures: Data is backed up daily Monday-Friday, and VM Server is backed up weekly (Saturday/Sunday). On the last calendar day of the month, a full backup is written to tape.
Disaster Recovery: New site, hardware and OS provided by TN State STS Tier 1 Level Disaster Recovery. Backup of data and images provided by TN State STS from latest backup. Laserfiche ECM and SQL Server Express software provided by Laserfiche authorized VAR. Installation and reconfiguration of system, images, and data performed by authorized Laserfiche VAR under contract at time of disaster.
Data Migration Description: Images are currently in non-proprietary tiff format. All metadata is stored in Microsoft SQL Server Express. Annual review to determine if images or metadata need to be upgraded or migrated to new format. Immediate review if LaserFiche ECM is sold or goes out of business.
Metadata Description: Date, File Type, Name
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): 05-26-2016 No recommended changes.
Tennessee State Libary and Archives: 05-27-2016 No recommended changes.
Comptroller Audit Review: 2016-05-26 We have reviewed RDA 2459 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-31-2016 No comments.
RMD Director Recomendations: 06-02-2016 RDA 2459 is a request to revise an RDA. The retention period will remain five years. The format will be paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 2459.
Signed Form Received: 2016-06-02
PRC Meeting Date: 06-22-2016
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