An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10211
Effective Date
Record Series Abstract
Student-level special education information used by school districts for development and implementation of individualized education programs for students with disabilities; for state and federal reporting and district planning. The documents stored under this RDA are the Individual Education Plans (IEP) and all associated documents for students receiving special education services in Tennessee public schools. IEP's are developed annually in accordance with the Individuals with Disabilities Education Act (IDEA). An IEP is a document that defines a child's special education program and is designed to meet the unique educational needs of that child, who has been identified as a student with a disability as defined by federal regulations.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When the student either graduates, becomes ineligible, or ages out.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
These records will be maintained permanently. The permanent records are stored by our IEP system vendor, not by the state. The records are never purged from the system, but moved to inactive status and located on a different server environment than active students.
Worksheet
Record Location
Data Center
File Arrangement
By student within specific LEA.
Media Format Generated
Electronic
Date Range
08/2004 - current
Agency
Allotment Code
331.36
Annual Accumulation
70 GB
Current Volume
250 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
US Dept of Education - Office of Special Education Programs.
Essential Record
Yes - Original
Essential Record Stored
Data Center
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
20 U.S.C $1232g; 34 CFR Part 99
Does this Record Series Contain Sensitive Information?
No
Agency Retention
0 years active after cut off, Permanent inactive
Records Center Retention Period
0
Retention Legal Citation
CFR 34, 300.573
Electronic Records Plan Inventory
System Name
IEP System: Edplan (Vendor: Public Consulting Group, Inc.)
Hardware Description
Isilon cluster with 6 X-200 Nodes for PDF document storage
Software Description
Isilon OneFS v7.0.2.8
System Location
Public Consulting Group hosting center in the Watertown, MA AT&T Data Center
Backup Procedures
All shares are backed up by CommVault backup system on regular schedules.
Disaster Recovery
Disaster recovery involves mitigating the hardware issues for the Isilon storage system and replacing the files from CommVault backups.
Data Migration Description
All data, including PDF files, resides on the ISILON cluster. Currently data is not archived or removed from storage. The Public Consulting Group Information Technology Services Division maintains and migrates data according to system updates, upgrades, and replacements. Projects have been completed involving full storage system replacement and further information will be provided upon request.
RDA Comments
Records Management Division (RMD)
05-14-2015
No recommended changes.
Tennessee State Library and Archives
05-14-2015
No recommended changes.
Comptroller Audit Review
05-14-2015
We have reviewed RDA 10211 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-14-2015
Agency agrees. No changes recommended.
RMD Director
06-06-2015
RDA 10211 is a request to revise an RDA. The retention period will be permanent and the format electronic. Recommend approval of RDA 10211.
Public Records Commission
06-23-2015
PRC approves RDA 10211.