Core Data
RDA Number
SW-U10
Effective Date
Mon, 04/20/2026
Record Series Abstract
This records series consists of application records for admission into the University/College undergraduate or graduate degree program. Records include but not limited to: documents or records related to student application for admission. Examples: application, standardized test scores, letters of recommendation, personal statements, medical records, high school and college transcripts, appeals, and other supporting documentation. Applications for students who do enroll should be kept as part of SW-U06 Student Information Records
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of Application Term or any appeal process
Total Retention Years
1
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are maintained for one year after cut-off, then destroyed. Records may be maintained in either paper or electronic format, provided the electronic content has been verified for completeness, accuracy, and usability. Records in Paper Format may be transferred to the State Records Center. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment. Records series may contain sensitive or confidential information, such as that protected by attorney client privilege, that is to be kept confidential according legal requirements. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Worksheet
Record Location
Records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
Current to Current
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
TCA 10-7-504, Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
1 year
Retention Legal Citation
TCA 10-7-504, Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g)
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)
Wed, 03/11/2026
No recommended changes.
Tennessee State Library and Archives
Tue, 03/17/2026
No recommended changes.
Comptroller Audit Review
Mon, 03/16/2026
We have reviewed RDA SW-U10 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 03/17/2026
No recommended changes.
RMD Director
Fri, 03/20/2026
RDA SW-U10 is a request to revise a Statewide RDA. The retention period will remain one year and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise Statewide RDA SW-U10.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA SW-U10.
