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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11142
Database ID: 2143
Record Series Title: Tennessee Higher Education Commission, Division of Postsecondary State Authorization (DPSA) Audit Files of Authorized Institutions
Record Series Abstract: DPSA audit files may include, but are not limited to, the following: a copy of the notice of audit, the audit report, the authorized institution's response to the audit report and correspondence related thereto, and the closure letter. Once an institution closes, audit files will be superseded by RDA 11143 or RDA 11144.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off at the end of the calendar year when the audit file is closed.
Total Retention: 16 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records will be maintained inactive for 16 years after cut off. After 16 years, the records are to be destroyed. Files may include 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: 2144
Record Location: Tennessee Higher Education Commission, Division of Postsecondary State Authorization Locked File Cabinet, Parkway Towers, 404 James Robertson Parkway, Suite 1900, Nashville, TN 37243
File Arrangement: Alphabetically by institution name
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1/2008 to Current
Annual Accumulation: .5 cu. ft.
Current Volume: 3
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 15
Past Year: 180
2 - 5 Years: 50
Over 5 Years: 30
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: 16 years from the end of the calendar year of date of closure
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 16
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: 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 11142 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 11142 is a request to revise an RDA. The retention period will remain sixteen years and the format Paper. the Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 11142.
Signed Form Received: 2016-06-02
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 11142
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2070 11142 2015-10-13 Approved
2143 11142 2016-06-22 Approved
2579 11142 2019-11-12 Approved