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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11142
Database ID: 2579
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 Once an institution closes, audit files will be superseded by RDA 11143 or RDA 11144.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: No
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: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Previous retention of sixteen (16) years allowed for DPSA staff to refer to prior audits performed every four (4) years. DPSA no longer preforms audits of authorized institutions; therefore, existing records will be retained for five (5) years from close of audit, pursuant to state guidelines, and then destroyed. Files may include sensitive information including, but not limited to education records and personally identifiable information (PII). Therefore, files will be destroyed according to standards for secure information.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2776
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: Both
Media Format Stored: Paper/Electronic
Date Range: 01/01/2013 to 12/31/2015
Annual Accumulation: 0
Current Volume: 3 cu. ft., 0GB Agency anticipates scanning to begin in October 2019.
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 50
Over 5 Years: 30
Data Update Frequency: Yearly
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: Other
Media Recommendation Other: Currently paper, anticipate scanning to PDF for electronic storage on archive drive
Agency Retention: 5 years from the end of the calendar year of date of closure
Agency Retention - Years Active: 0
Agency Retention - Years Inactive: 5
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: Agency Share Drive
IT-ABC Number: Strategic Technology Solutions (STS) Data Center S
Hardware Description: Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
Software Description: TN State STS Data Center
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: Sue Tacker
Job Title: Records Officer
Address 1: 404 James Robertson Parkway, Suite 1900
Address 2:
City: Nashville
Zip: 37243
Phone: 615.253.7447
Email: sue.tacker@tn,gov
Agency: TN Higher Education Commission
Agency Head: Mr. Mike Krause
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): 07-18-2019 No recommended changes.
Tennessee State Libary and Archives: 07-18-2019 No recommended changes.
Comptroller Audit Review: 2019-07-22 We have reviewed RDA 11142 from an audit standpoint. We concur with the recommended disposition and retention specifications.
Agency: 07-30-2019 Thank you for your review and comments.
RMD Director Recomendations: 00-03-2019 RDA 11142 is a request to revise an RDA. The retention period will change from sixteen years and destroy to five years and destroy. The format will change to paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11142.
Signed Form Received: 2019-07-31
PRC Meeting Date: 11-12-2019
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