An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11254
Effective Date
Record Series Abstract
These records consist of but are not limited to rosters from every high school in every school system in the state of TN, these rosters contain the name of every student that graduated from high school in Tennessee. from 1978-2002 in hardback books and from 2002 to current electronically.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Academic Year
Total Retention Years
75
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Rosters are completed at the end of the school year, by every high school in every school district in the state of TN. from 1978 to 2002 rosters are kept in hardback books. 2002- to current are electronic, The rosters are kept in office for 75 years, because they are used as reference when creating duplicate diploma's and then transferred to Tennessee State Library and Archives. Every school district will complete these roster with the high schools in their district, and every graduating student's name and year of graduation will be included.
Worksheet
Record Location
710 James Robertson Parkway Andrew Johnson Tower, 10th Floor
File Arrangement
Numeric
Media Format Generated
Both
Date Range
1978 - current
Agency
Allotment Code
33101
Annual Accumulation
1.5 cubic feet / 11 MB
Current Volume
14 cubic feet / 165 MB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
75 years, 0 months
Electronic Records Plan Inventory
System Name
Education Information System (EIS) Production
Hardware Description
TN Department of Education uses both the frontend webserver to host the EIS web application named the K12 Web, IP: 10.15.76.29, box names ca01ndcww00005 and ca01sdcww00005. This uses Intel(R) Xeon(R) CPU E7- 8837 @ 2.67GHz, Quad Core processers. 32.0GB of RAM and a 64-bit Operating System, x64-based processor. And backend database Oracle Server known as EIS (Education Information System) This is a 2-node Oracle RAC cluster 11.2.0.3 using EL5: 5.X (Build:2.6.18.128) ASM, ASM rpms.
Software Description
TN Department of Education K12 server runs Windows Server 2012 Enterprise 64- Bit R2 or later with these software packages for each portion of the enterprise software application. The Oracle database currently runs Red Hat Enterprise Linux.
System Location
Both systems are in Strategic Technology Solutions (formerly Office of Information Resources) South Data Center located in Smyrna Tennessee hosts the servers that will be utilized for the storage to comply with Statewide and TDOE Electronic Records Policy.
Backup Procedures
The K12 frontend web server is backed up between the north and south Strategic Technology Solutions (formerly Office of Information Resources) data centers, as well as, Strategic Technology Solutions (formerly Office of Information Resources) backups. These procedures consist of daily incremental backups, and weekly total backups on the weekend. The process for backing up data from Strategic Technology Solutions (formerly Office of Information Resources) South Data Center is to mirror the information at the Strategic Technology Solutions (formerly Office of Information Resources) North data Center, and then create a monthly back up tape that is then transported to Iron Mountain. The NetBackup module for Oracle is integrated with Oracle native backup tool RMAN (Recovery Manager) to perform Oracle database backup/recovery function and is backed up nightly.
Disaster Recovery
Data replication. All data components are backed up nightly via EMC Avamar provided by STS: file level and VM and VMDK. Then monthly all contents are transferred to a tape drive and transported to a secondary site. Another type of replication is the more common case the data is replicated continuously as needed. Disaster recovery begins with the utilization of the Strategic Technology Solutions (formerly Office of Information Resources) North Data Center for both operations and data. If both Strategic Technology Solutions (formerly Office of Information Resources) north and south data centers are out of operation new operations will begin by acquiring appropriate hardware and software from a third party supplier and restoring data from the offline tape backups stored.
Data Migration Description
Migrate the data from the source environment. Analyze the converted deployment data set for potential errors that could occur during the import and for the impact on the destination environment. Backing up data is necessary during this process
RDA Comments
Records Management Division (RMD)
07-27-2017
No recommended changes.
Tennessee State Library and Archives
08-04-2017
No recommended changes.
Comptroller Audit Review
08-15-2017
We have reviewed RDA ID2287 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-15-2017
Education agrees no recommended changes.
RMD Director
02-13-2018
RDA 11254 is a request to create an RDA. The retention period will be seventy-five years and then permanent, transfer to Library & Archives. The format will be paper/electronic. Recommend approval of request to create RDA 11254.
Public Records Commission
04-25-2018
PRC approves RDA 11254.