An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10223
Effective Date
Record Series Abstract
DCS is required to maintain education records on all students attending school in a private provider facility. These records are a collection of documented education information on children no longer in DCS Custody. These records may include transcripts, HISET/GED (High School Equivalency Tests), Certificates, Diplomas, Report Cards, Vocational Certificates, Special Education Census, Federally required testing data (TCAP (Tennessee Comprehensive Assessment Program), Terra Nova Achievement Tests, Gateway Exams, End of Course Tests, etc.), and ACT or SAT Assessments.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The files are to be cut off when the child leaves State custody.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Paper records will be maintained in agency for 10 years, then transferred to the State Records Center for permanent retention. Electronic Records will be maintained permanently in Skyward: School Management Software System or migrated to a new State-approved ECM system if Skyward is replaced.
Worksheet
Record Location
Department of Children's Services Central Office and State Records Center
File Arrangement
Alpha/ Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1910 to Current
Agency
Allotment Code
359.1
Annual Accumulation
2 cubic feet paper
.5 GB electronic storage
.5 GB electronic storage
Current Volume
72 cubic feet paper
4 GB electronic storage
4 GB electronic storage
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
State of Tennessee Comptroller, State of Tennessee Department of Education, US Department of Education, US Department of Health & Human Services. This information is to be provided, upon written request and a release of information signed by the student, to any educational institution both inside and outside the State of Tennessee.
Essential Record
Yes - Original
Essential Record Stored
State Records Center
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
TCA 37-2-408, TCA 10-7-504, 34 CFR Part 99
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10 years
Records Center Retention Period
Permanent
Retention Legal Citation
TCA 37-2-408, TCA 10-7-504, 34 CFR Part 99
Electronic Records Plan Inventory
System Name
Skyward School Management Software
Hardware Description
Vendor contract approved by STS
Software Description
Skyward proprietary 3rd party educational software. Access is via Web Browser IE 6 or higher, Google Chrome current version
System Location
Vendor contract approved by STS
Backup Procedures
Vendor maintains backup plans that meet or exceed STS standards
Disaster Recovery
Vendor maintains disaster plans that meet or exceed STS standards
Data Migration Description
Vendor maintains data migration plan that meet or exceed STS stradards
RDA Comments
Records Management Division (RMD)
08-06-2020
No recommended changes.
Tennessee State Library and Archives
08-17-2020
No recommended changes.
Comptroller Audit Review
08-10-2020
We have reviewed RDA 10223 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-18-2020
No further revisions required
RMD Director
09-02-2020
RDA 10223 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Abstract, Cut-Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10223.
Public Records Commission
09-21-2020
PRC approves RDA 10223