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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11144
Database ID: 2483
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. Files may contain confidential information including, but not limited to, education records and personally identifiable information (PII).
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off at the end of the calendar year when the institutional authorization is revoked.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated in both electronic and paper format. Records will be maintained active for the life of the institution until end of calendar year of revoked status, and will be maintained inactive for ten (10) years after the cut off. Paper records will be migrated into electronic format and electronic files will be kept for the life of the record series and then destroyed according to state approved methods for confidential record destruction.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2488
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: Both
Media Format Stored: Electronic: Other
Date Range: 1/1990 to Current
Annual Accumulation: 10 MB
Current Volume: 100 MB / 1 cu. ft.
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: Yes
Confidential Legal Citation: T.C.A. § 10-7-504(a)(4)(A) Confidential Records
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 9 years
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: Agency Share Drive
IT-ABC Number:
Hardware Description: Strategic Technology Solutions (STS) Data Center Server
Software Description: Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location: TN State STS Data Center
Backup Procedures: Data stored on the Shared SQL server is replicated. For the Windows application server, currently, only standard file level backup services are offered. Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery: STS preforms nightly backups of servers which includes the current two days of backups for each database. Hard copy Backups are stored off-site weekly.
Data Migration Description: The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators.
Metadata Description: File Name, File Type, Date,
Contact Information
Contact Name: Marcie Mills
Job Title: Records Officer
Address 1: 404 James Robertson Parkway, Suite 1510
Address 2:
City: Nashville
Zip: 37243
Phone: 615.25.7458
Email: Marcie.Mills@tn.gov
Agency: TN Higher Education Commission
Agency Head: Mr. Mike Krause, 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): 10-04-2018 No recommended changes.
Tennessee State Libary and Archives: 10-04-2018 No recommended changes.
Comptroller Audit Review: 2018-10-04 We have reviewed RDA 11144 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-05-2018 Thank you for your comments.
RMD Director Recomendations: 10-10-2018 RDA 11144 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11144.
Signed Form Received: 2018-10-10
PRC Meeting Date: 10-30-2018
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