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Auxiliary Group Records

RDA Number
Effective Date
Record Series Abstract
Records of outside groups that enter into agreements to utilize the site facilities. Records series includes facility rental agreement, requests, confirmations, communications, and any other forms necessary to facilitate the visiting group. Forms include, but are not limited to, Confirmation of Agreement, Site Visit Facility Needs, Special Invoice, Training Agreement, Course Request, TFACA Request for Off-Campus (Regional) Course, and Journal Voucher.
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Files are cutoff at the end of the calendar year and maintained for five years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Conversion to electronic format may begin after this RDA is approved. Five years after the cutoff date, records will be destroyed according to state approved methods.
Allotment Code
Record Location
2161 Unionville-Deason Rd. Bell Buckle, TN 37020
File Arrangement
Media Format Generated Summary
Electronic: Email
Paper: Sheet
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2001 to current
Annual Accumulation
3 cu ft; conversion to electronic format may begin after RDA approval
Current Volume
8 cu ft; conversion to electronic format may begin after RDA approval
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
2161 Unionville-Deason Rd. Bell Buckle, TN 37020
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
Records Center Retention Period
System Name
IT-ABC Number
Hardware Description
The records are stored on a network shared volume running on a Windows 2012 Server R2 WM.
Software Description
The records are stored on Windows Server OS.
System Location
The network file share is located in the South Data Center (SDA).
Backup Procedures
Nightly incremental backups are done, and full back up is performed monthly.
Disaster Recovery
Disaster recovery is provided by STS.
Data Migration Description
The data resides in an SQL database located at the Data Center. If there is a need for migration, it will be done by STS database administrators.
Legacy Revision UUID