An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1224
Effective Date
Record Series Abstract
Records include but not limited to, financial, transportation, revenues from the Basic Education Program (BEP), federal and state grants, and private contributions. Expenses include salary and benefit information, funds spent on office and textbook supplies, maintenance cost for buildings and janitorial expenses, cost for contracted services, student and teacher data is reported by year, by school district and by account code.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The information is reported by year, by school district and by account code. Records come from the state owned Education Information System (EIS), Personnel Information Reporting System (PIRS), and external web system ePlan which is owned by HMB. These files are stored electronically on the H drive and will be purged after the 5 year retention period.
Worksheet
Record Location
Strategic Technology Solutions (formerly Office of Information Resources) South Data Center located in Smyrna Tennessee
File Arrangement
Numeric
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
331.01
Annual Accumulation
96 MB
Current Volume
768 MB
Record Value
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
Tenn. Code Ann. 49-1-201
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years, 0 Months
Records Center Retention Period
0
Retention Legal Citation
T.C.A 49-1-201
Electronic Records Plan Inventory
System Name
H Drive (department H drive)
Hardware Description
TN Department of Education uses its H drive server which is housed in a cluster Enterprise SQL(Structured Query Language) 2012 Environment using these devices: Intel 64-bit processors, including IBM System x, eServer xSeries, and BladeCenter servers.
Software Description
TN Department of Education H drive servers run Windows Server 2012 Enterprise 64- Bit R2 or later with these software packages for each portion of the enterprise software application
System Location
Strategic Technology Solutions (formerly Office of Information Resources) South Data Center located in Smyrna Tennessee hosts the servers that will be utilized for the storage to comply with Statewide and TDOE Electronic Records Policy.
Backup Procedures
H(department) drive data are backed up between the north and south Strategic Technology Solutions (formerly Office of Information Resources) data centers, as well as, Strategic Technology Solutions (formerly Office of Information Resources) back ups. These procedures consist of daily incremental back ups, and weekly total back ups on the weekend. The process for backing up data from Strategic Technology Solutions (formerly Office of Information Resources) South Data Center is to mirror the information at the Strategic Technology Solutions (formerly Office of Information Resources) North data Center, and then create a weekly back up tape.
Disaster Recovery
Data replication. All H drive data components are shut down and then all data is replicated to a secondary site. Another type of replication is the more common case the data is replicated continuously as needed. Disaster recovery begins with the utilization of the Strategic Technology Solutions (formerly Office of Information Resources) North Data Center for both operations and data. If both Strategic Technology Solutions (formerly Office of Information Resources) north and south data centers are out of operation new operations will begin by acquiring appropriate hardware and software from a third party supplier and restoring data from the offline tape backups stored.
Data Migration Description
Migrate the data from the source environment. Analyze the converted deployment data set for potential errors that could occur during the import and for the impact on the destination environment. Backing up data is necessary during this process
RDA Comments
Records Management Division (RMD)
07-20-2017
No recommended changes.
Tennessee State Library and Archives
08-02-2017
No recommended changes.
Comptroller Audit Review
07-25-2017
We have reviewed RDA 1224 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-04-2017
Education agrees no recommended changes needed.
RMD Director
08-15-2017
RDA 1224 is a request to revise an RDA. The retention period will change from three years and destroy to five years and destroy. The format will change from Paper to Electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1224.
Public Records Commission
09-07-2017
PRC approves RDA 1224.