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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11144
Database ID: 2142
Record Series Title: Tennessee Higher Education Commission (THEC), Division of Postsecondary State Authorization (DPSA) Authorization Status Files for Revoked Institutions
Record Series Abstract: Authorization status files for revoked institutions may include, but are not limited to: correspondence with the institution from the THEC Executive Director, letters relating to adverse action taken against the institution, any documentation related to authorization status changes, audit files, all closure documentation, including the revocation letter to the institution, and any other document deemed necessary to maintain on file for the 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 revoked.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records will be maintained active for the life of the institution, and will be maintained inactive for 10 years after the cut off. After 10 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: 2143
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: 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., 1 roll of microfilm, 1 CD
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 15
Past Year: 180
2 - 5 Years: 50
Over 5 Years: 15
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 10 years from the end of the calendar year in which the institution is revoked.
Agency Retention - Years Active: Life of institution
Agency Retention - Years Inactive: 10
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: 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 11144 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 11144 is a request to revise an RDA. The retention period will remain ten years and the format Paper. the Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 11144.
Signed Form Received: 2016-06-02
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 11144
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2072 11144 2015-10-13 Approved
2142 11144 2016-06-22 Approved
2483 11144 2018-10-30 Approved