An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW-U06
Effective Date
Record Series Abstract
Records that are not protected as part of the Student Education Record (Statewide RDA SW-U02). These records include, but are not limited to individual office or department files, graduation authorizations, accepted applications for admission or readmission, credit by exam forms, placement records, student ledger cards/registration system receipts, tuition and fee charges, and athletic department files.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Academic Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. Maintained in agency for 5 years then destroyed.
Worksheet
Record Location
Records officer shall keep documentation of specific location.
File Arrangement
Alpha/Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
to
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g), TCA 10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g), TCA 10-7-504
Electronic Records Plan Inventory
System Name
Records Officer shall document system name.
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
Agency Records Officer shall document the system location.
Backup Procedures
Backup procedures system shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
RDA Comments
Records Management Division (RMD)
08-20-2020
No recommended changes.
Tennessee State Library and Archives
08-20-2020
No recommended changes.
Comptroller Audit Review
08-24-2020
We have reviewed RD SW-U06 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-24-2020
Agency concurs.
RMD Director
08-31-2020
RDA SW-U06 is a request to revise an RDA. The retention period will remain five years and destroy and the format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA SW-U06.
Public Records Commission
09-21-2020
PRC approves RDA SW-U06