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Core Data
RDA Number
SW-U12
Effective Date
Record Series Abstract
This record series governs selected applications by students for academic and/or merit-based scholarships, financial aid, student loans, or other tuition assistance. Record series includes but is not limited to: application and supporting documentation, notification letter, type of scholarship awarded, amount, appeals, and other specific requirements determined by the scholarship funding agent. This RDA covers selected applications only. Non-selected applications should be kept under SW-U11 Applications for Student Aid - Not Selected
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of the Award Period
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).
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
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Email
Paper: Sheet
Date Range
2000 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
No
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?
No
Agency Retention
5 years
Retention Legal Citation
TCA 10-7-504, Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g), 10-7-504 TCA
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)
08-05-2021
No recommended changes.
Tennessee State Library and Archives
08-06-2021
No recommended changes.
Comptroller Audit Review
08-11-2021
We have reviewed RDA SW-U12 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-13-2021
Agency concurs.
RMD Director
08-18-2021
Statewide RDA SW-U12 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, and Worksheet have been updated. Recommend approval of the request to revise Statewide RDA SW-U12.
Public Records Commission
10-25-2021
PRC approves RDA SW-U12.