An official website of the Tennessee Secretary of State.
Core Data
RDA Number
224
Effective Date
Record Series Abstract
Application documents pertinent to the issuance of educator license, renewals, advancement, amendments and the issuance of a license waiver. Includes college/university transcripts, experience records, waiver request by Local Education Agency (LEA), deficiency communications, as well as disciplinary records. Also includes microfilmed documents relating to the Career Ladder Salary supplement. Filed and indexed by completion date.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At expiration of license
Total Retention Years
50
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain in office until document is scanned to network or Filenet storage as a PDF and verified. Paper is scanned into FileNet and backed up nightly. Paper is also converted into microfilm. Once paper is verified for accuracy paper is destroyed by state approved methods. Electronic records and microfilm are kept for remainder of retention. Microfilm originals stay in agency (Office of Educator Licensing) to be held fifty (50 years), after the expiration of the license, then destroyed by state approved methods.
Worksheet
Record Location
12th Floor of Andrew Johnson Tower
File Arrangement
Indexed by date completed/notified
Media Format Generated
Paper
Date Range
to
Agency
Allotment Code
331.01
Annual Accumulation
400-500 cubic feet/39 rolls/9gb
Current Volume
456 cu. ft./1950 rolls/9gb
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Other colleges
Essential Record
Yes - Duplicate
Essential Record Stored
Onsite, Andrew Johnson Tower, 12th Floor
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
NO
Does this Record Series Contain Sensitive Information?
No
Agency Retention
50 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Filenet/Network
Hardware Description
The TDOE uses FileNet server which is housed in a Clustered Enterprise SQL 2012 Environment utilizing these devices: FileNet Content Engines - 2 farmed VM boxes against the F5 load balancer FileNet Applications Engines - 2 farmed VM boxes against the F5 load balancer with a Hitachi HDI/HCAP Content Platform for data replication to the South Data Center.
Software Description
The TDOE uses FileNet servers which run Windows Server 2012 Enterprise 64-Bit R2 or later with thee software packages for each portion of the enterprise software application: FileNet Content Engine 5.2 Fix pack 7 FileNet Process Engine 5.2 Fix Pack 2 FileNet Application Engine/WorkplaceXT 115.2 FileNet InfoSphere Enterprise Records 5.2 Fix pack 2 IBM Websphere 7.0 Fix Pack 27 IBM HTTP Server 7.0
System Location
OIR's South Data Center, located in Smyrna Tennessee, hosts the servers that will be utilized for the storage to comply with both the Statewide and TDOE Records Policy
Backup Procedures
FileNet is load Balanced between North and South Data Centers as well as OIR backups. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR's South Data Center is to mirror the information at OIR's North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Richards & Richards.
Disaster Recovery
Data Migration will occur when support for the existing file format moves from Current to Twilight to Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the TDOE Records Office and the TDOE IT Director in accordance with the Section 3 of the TDOE ERP. Additionally, the TDOE IT Director will provide information and guidance to the TDOE Records Officer at the time of discovery regarding functional and operational performance of software and hardware that will change the status of file formats from Current to Twilight or Obsolete. The annual review process of the file formats status and the level of in those file formats confidence, with regards to specific RDA retention requirements, will result in the generation of a File Type Confidence Report. Time for measuring the required 3 year limit for migration completion of affected data will begin at the time of discovery of the file format status change to solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. This may include translation of the data to a Current file format, conversion to an acceptable Current File format to preserve the integrity of the information of the data or movement of the data to a legacy architecture that maintains the environment where the file format is considered Current as long as this effort has full functional and operational support.
Data Migration Description
Data Migration will occur when support for the existing file format moves from Current to Sunset to Obsolete, as defined by the Office Of Information Resource Software/Hardware Standards. The IT Dept. will advise the Records manager and develop a solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data.
RDA Comments
Records Management Division (RMD)
10-29-2015
No recommended changes.
Tennessee State Library and Archives
10-29-2015
No recommended changes.
Comptroller Audit Review
10-29-2015
We have reviewed RDA 224 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
11-02-2015
The department agrees with RDM.
RMD Director
01-19-2016
RDA 224 is a request to revise an RDA. The retention period will remain fifty years but the format will change to add electronic format. The records series will now be maintained in paper/film/electronic formats according to when it was received, with the paper and film formats eventually being phased out upon reaching the end of the retention period. Recommend approval of request to revise RDA 224.
Public Records Commission
02-25-2016
PRC approves RDA 224.