Record Series Abstract
DPSA audit files may include, but are not limited to, the following: a copy of the notice of audit, the audit report, the authorized institution's response to the audit report and correspondence related thereto, and the closure letter. Once an institution closes, audit files will be superseded by RDA 11143 or RDA 11144.
Record Series Active
Cut Off at End of
If Other, Explain
Cut off at the end of the calendar year when the audit file is closed.
Total Retention Years
Total Retention Months
Retention End Action
Previous retention of sixteen (16) years allowed for DPSA staff to refer to prior audits performed every four (4) years. DPSA no longer preforms audits of authorized institutions; therefore, existing records will be retained for five (5) years from close of audit, pursuant to state guidelines, and then destroyed. Files may include sensitive information including, but not limited to education records and personally identifiable information (PII). Therefore, files will be destroyed according to standards for secure information.
Tennessee Higher Education Commission, Division of Postsecondary State Authorization Locked File Cabinet, Parkway Towers, 404 James Robertson Parkway, Suite 1900, Nashville, TN 37243
Alphabetically by institution name
3 cu. ft., 0GB Agency anticipates scanning to begin in October 2019.
Information Shared Outside the State
Does this Record Series Contain Sensitive Information?
5 years from the end of the calendar year of date of closure
Records Center Retention Period
Agency Share Drive
Strategic Technology Solutions (STS) Data Center S
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
TN State STS Data Center
TN State STS Data Center
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.
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.
Legacy Revision UUID