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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11196
Database ID: 2171
Record Series Title: Individuals with Disabilities Education Act Preschool Budgets (IDEA)
Record Series Abstract: Records include, but are not limited to Local Educational Agencies (LEA) fiscal budgets state approved for the purpose of supplementing the costs of their education through materials and direct services. These are original signed documents showing either an original application or revision to the special education federal budgets for LEAs for fiscal year also known as school year. Accompanying papers are required set-aside amounts, placement contracts, and/or monitoring documentation that is pertinent to the fiscal nature of these budgets dealing with the allocations from the federal government flowthrough to the local educational agencies (school districts). These documents are in paper format as was the practice at the time with the importance of mail between State and LEA for original documents and copies to be sent back and forth. Placement contracts still being produced and Local Education Agencies still contract with places to provide services using federal IDEA dollars.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: These records for (IDEA) Preschool budgets that (LEAs) would submit to the state for approval. They used an excel workbook to generate the reports and then mail it to our office for review and approval. These budgets display how their (IDEA) flow through funds spent for children ages 3 through 5. Completion reports and Proportionate share calculations used their (LEA) child count and allocation to have set aside and to track expenditures for budgets pertinent to the fiscal year. Placement contracts still being produced and (LEA) still contract with places to provide services using federal IDEA dollars. There are items still received in paper format like parentally placed student evaluations and placement contracts for fiscal years. Most items are in ePlan now like the excel budget pages and signed signatures as that has become more electronic based and stored. Paper records will be stored in agency for 4 years, then at the state approved records center Richards and Richards for two years. This will be a total of six years. Electronic records will be kept 6 years in agency. After the total retention of six years, these records can be destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2172
Record Location: Records are located at Andrew Johnson Tower, 710 James Robertson Parkway, 9th floor, Nashville, TN 37243
File Arrangement: Alphabetic by Local Education Agency names.
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: July 1, 2012 to Current
Annual Accumulation: 5 cubic feet / 4GB
Current Volume: 5 cubic feet / 4GB
Record Value: Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 2
Over 5 Years: 4
Data Update Frequency: Yearly
Information Shared Outside of State: Yes
If Shared, List Agencies: Office of Management and Budget, Washington D.C.
Essential Record: Yes - Original
Essential Record Stored: Records are located at Andrew Johnson Tower, 710 James Robertson Parkway, 9th floor, Nashville, TN 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 4 years
Agency Retention - Years Active:
Agency Retention - Years Inactive: 0
Records Center Retention Period: 2 years
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 49-10-305; TCA 49-10-701; TCA 49-10-107
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ePlan
IT-ABC Number:
Hardware Description: Microsoft Azure Cloud Service Microsoft Azure SQL Database Microsoft Azure Virtual Machine Microsoft Azure Storage
Software Description: Keyoti SpellCheck Telerik UI for ASP.NET ABCpdf DidiSoft.PGP WinSCP SQL Server Reporting Server Microsoft Azure SDK Microsoft Azure Caching
System Location: Microsoft Azure’s North Central Data Center – Illinois Microsoft Azure’s East Data Center – Virginia Microsoft Azure’s West Data Center - California
Backup Procedures: Microsoft SQL Azure includes built-in point-in-time backups for the databases it hosts. These backups are available for the past 30 days. In addition to this, we create daily backups of the databases as well as the stored documents at midnight. We keep one backup per day for the past 30 days, one backup per week for the past year, and one backup per month for the past 2 years.
Disaster Recovery: Yearly tests are run to simulate long term outages in the Azure Data Center which hosts the application. These tests include recovering the database with the most recently available information, deploying the recovered data to a stable Azure Data Center, and redeploying a modified publicly facing application which can access this data to the stable Data Center.
Data Migration Description: Vendor has data migration plan
Metadata Description: Name, year, date, county
Contact Information
Contact Name: Terri L. Breece
Job Title: Director of Operations
Address 1: 710 James Robertson Parkway
Address 2: Andrew Johnson Tower, 10th Floor
City: Nashville
Zip: 37243
Phone: 615-770-1798
Email: Terri.Breece@tn.gov
Agency: Dept. of Education/Coordinated School Health
Agency Head: Dr. Candice McQueen
Director: Kathi Rowe
Allotment Code: 331.36
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 01-12-2017 No recommended changes.
Tennessee State Libary and Archives: 02-04-2017 No recommended changes.
Comptroller Audit Review: 2017-01-18 We have reviewed RDA 11196 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 01-06-2017 No recommended changes
RMD Director Recomendations: 02-28-2017 RDA 11196 is a request to create a new RDA. The retention period will be six years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11196.
Signed Form Received: 2017-02-27
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves RDA 11196
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2171 11196 2017-03-28 Approved