An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11144
Effective Date
Record Series Abstract
Authorization status files for revoked institutions may include, but are not limited to, correspondence with the institution from the THEC Executive Director, letters relating to adverse action taken against the institution, any documentation related to authorization status changes, audit files, all closure documentation, including the revocation letter to the institution, and any other document deemed necessary to maintain on file for the institution. Files may contain confidential information including, but not limited to, education records and personally identifiable information (PII).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off at the end of the calendar year when the institutional authorization is revoked.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in both electronic and paper format. Records will be maintained active for the life of the institution until end of calendar year of revoked status, and will be maintained inactive for ten (10) years after the cut off. Paper records will be migrated into electronic format and electronic files will be kept for the life of the record series and then destroyed according to state approved methods for confidential record destruction.
Worksheet
Record Location
Tennessee Higher Education Commission, Division of Postsecondary State Authorization Secure File Room, Parkway Towers 404 James Robertson Parkway, Suite 1900, Nashville, TN 37243
File Arrangement
Alphabetical by institution name
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
1/1990 to Current
Allotment Code
33201
Annual Accumulation
10 MB
Current Volume
100 MB / 1 cu. ft.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
T.C.A. 10-7-504(a)(4)(A) Confidential Records
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Agency Share Drive
Hardware Description
Strategic Technology Solutions (STS) Data Center Server
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
TN State STS Data Center
Backup Procedures
Data stored on the Shared SQL server is replicated. For the Windows application server, currently, only standard file level backup services are offered. Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
STS preforms nightly backups of servers which includes the current two days of backups for each database. Hard copy Backups are stored off-site weekly.
Data Migration Description
The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators.
RDA Comments
Records Management Division (RMD)
10-04-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11144 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2018
Thank you for your comments.
RMD Director
10-10-2018
RDA 11144 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11144.
Public Records Commission
10-30-2018
PRC approves RDA 11144.