An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10090
Effective Date
Record Series Abstract
Record series includes, but is not limited to, documents used to approve, supervise, and audit programs of study for use of Veterans Education benefits at schools within the state of Tennessee (Tracking system). Examples, not all inclusive, include school catalogs, approval forms, recurring catalog approval packets, and other approval documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Federal fiscal year - September 30
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated and maintained in electronic format. Disposition term is determined by Department of Veterans Affairs guidance: disposition is for 7 years. 7 years after cut off records will be destroyed.
Worksheet
Record Location
Tennessee Higher Education/Tennessee Student Assistance Corporation
File Arrangement
Files are organized by individual schools, and broken down by operational tracking. Example: schools, approvals, withdrawals, compliance surveys etc.
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Other
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Other
Date Range
June, 1969 to Current
Allotment Code
33201
Annual Accumulation
1.6 GB
Current Volume
3.78 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Department of Veterans Affairs
Essential Record
No
Confidential
Yes
Confidential Legal Citation
The records of students in public educational institutions in Tennessee are also confidential and not subject to public records requests by Tenn. Code Ann. § 10-7-504(a)(4).
Does this Record Series Contain Sensitive Information?
Yes
Retention Legal Citation
CFR title 38, Part 18; VBA directive; General Records schedule and RCS VB-1, part II
Electronic Records Plan Inventory
System Name
Agency Shared Drive – STS Isilon
Hardware Description
STS- provided NAS/Isilon device
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
STS Data Center South, replicated at STS North Data Center
Backup Procedures
Daily snapshots, weekly backups, monthly sent to tapes
Disaster Recovery
STS is responsible for disaster recovery on the device
Data Migration Description
The data resides in a SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators.
RDA Comments
Records Management Division (RMD)
04-16-2020
No recommended changes.
Tennessee State Library and Archives
04-16-2020
No recommended changes.
Comptroller Audit Review
04-17-2020
We have reviewed RDA 10090 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-20-2020
April 20, 2020 - Thank you for your comments.
RMD Director
04-21-2020
RDA 10090 is a request to revise an RDA. The retention period will change from zero years and destroy to seven years and destroy. The format will be electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10090.
Public Records Commission
05-15-2020
PRC approves RDA 10090