An official website of the Tennessee Secretary of State.
Core Data
RDA Number
715
Effective Date
Record Series Abstract
Records include, the Ned McWherter Program Agreement between the Tennessee Student Assistance Corporation (TSAC) and public and private Tennessee postsecondary institutions. This agreement reflects the conditions for administering the Ned McWherter Scholars Program scholarship, which provides educational grants to academically gifted students to attend postsecondary institutions in Tennessee in pursuit of an associate or baccalaureate degree and requires a dollar-for-dollar match for each awardee by the respective institutions. In addition to agreeing to the terms of the program, participating institutions indicate the maximum number of students the institution is willing to accept, including an unlimited number of students. Institutions may also indicate they do not wish to participate in the program. The Ned McWherter Scholars Program is administered by TSAC pursuant to T.C.A. 49-4-203(5)(A), the Tennessee Academic Scholars Program, and Tenn. Comp. R. and Regs., Chapter 1640-01-09, Ned McWherter Scholars Program
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When program is no longer funded through state appropriations or an institution declines to continue participation in the program.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Agreements are generated in electronic format and emailed to Tennessee public and private postsecondary institutions. Signed agreements are received from institutions in paper and electronic format, with the paper copies scanned to electronic format for internal signatures. Once signed by all parties the files will be maintained in electronic format in Strategic Technology Solutions (STS) approved software and server environment. Once verified for completeness and accuracy the paper copies will be destroyed. The electronic file will be kept for the life of the record series and then destroyed according to state approved methods five (5) years after the program is no longer funded or an institution declines to participate in the program.
Worksheet
Record Location
Tennessee Student Assistance Corporation Parkway Towers, 312 Rosa L. Parks Ave., 9th Floor Nashville, TN 37243
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
01/01/2002 to Present
Allotment Code
33205
Annual Accumulation
Since these agreements do not expire until replaced by the institution to make changes to participation levels or decline to continue participation in the program, there is no annual accumulation.
Current Volume
6.13 MG (6,431,983 bytes)
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
NA
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
NA
Retention Legal Citation
The Ned McWherter Scholars Program is administered by TSAC pursuant to T.C.A. 49-4-203(5)(A), the Tennessee Academic Scholars Program, and Tenn. Comp. R. and Regs., Chapter 1640-01-09, Ned McWherter Scholars Program
Electronic Records Plan Inventory
System Name
THEC/TSAC shared server (H drive) and THEC/TSAC shared archive server (s drive)
Hardware Description
H Drive – Windows File Storage - \\ag03sdcwf00535\cb_data (H Drive)
S Drive – Isilon NAS Storage - \\edusmb.nas01.tn.gov (S Drive)
S Drive – Isilon NAS Storage - \\edusmb.nas01.tn.gov (S Drive)
Software Description
Files are saved in Microsoft Word, Excel, and PDF
System Location
STS Datacenter
Backup Procedures
H Drive - A daily backup is made and kept for 30 days and replicated each evening between the Datacenters. After 30 days the daily Archives are deleted by the system, but are saved to tape off-site for longer-term storage. The agency can request copies of the backups from STS as needed.
S Drive – A daily snapshot is made and kept for 30 days. After 30 days the daily snapshots are deleted by the system, but are saved to tape for longer-term storage. The agency can request copies of the backups from STS as needed.
S Drive – A daily snapshot is made and kept for 30 days. After 30 days the daily snapshots are deleted by the system, but are saved to tape for longer-term storage. The agency can request copies of the backups from STS as needed.
Disaster Recovery
The disaster recovery level is determined by STS for the enterprise, and they manage the disaster recovery protocol in case of a disaster for the shared servers.
Data Migration Description
STS handles upgrades and migrations for our shared file servers. If any action is needed from the agency, STS will advise us for any action needed.
RDA Comments
Records Management Division (RMD)
12-10-2020
No recommended changes.
Tennessee State Library and Archives
01-07-2021
No recommended changes.
Comptroller Audit Review
01-07-2021
We have reviewed RDA 715 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-25-2021
Thank you.
RMD Director
01-28-2021
RDA 715 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper and electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 715.
Public Records Commission
05-04-2021
PRC approves RDA 715