An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1697
Effective Date
Record Series Abstract
Records consist of student transcripts forwarded to DPSA from closed institutions that no longer have a physical location in Tennessee.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Closure of the institution.
Total Retention Years
100
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records will be transferred to DPSA after an institution closes if the institution no longer has a physical presence in Tennessee. Records that are on microfilm will be scanned and once verified will be destroyed by state approved methods. Records will come in paper and electronic format. Paper records will be scanned and once verified on server can be destroyed by state approved methods. Records will be kept permanently in agency.
Worksheet
Record Location
Tennessee Higher Education Commission, Div. of Postsecondary State Authorization, 19th Floor Parkway Towers, Nashville, TN 37243
File Arrangement
Alphanumeric
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
1950 - current
Allotment Code
33201
Annual Accumulation
1-4 GB
Current Volume
230 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Div. of Postsecondary State Authorization, 19th Floor Parkway Towers, Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
20 U.S.C. 1232g; 34 CFR Part 99
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
N/A
Retention Legal Citation
49-7-2016; 20 U.S.C. 1232g; 34 CFR Part 99
Electronic Records Plan Inventory
System Name
THEC Post-Secondary Transcript Server (LaserFiche)
Hardware Description
Server name: CB50SDCWA00002. Virtual server with 2 cores, 4 GB memory, 60 GB Operating System, 500 GB data storage, and Total Disk Size of 620.4 GB.
Software Description
VMware running Microsoft Windows Server 2012, LaserFiche ECM Document Management System, Microsoft SQL Server Express 2012
System Location
Server, software, and metadata in TN State STS Data Center South
Backup Procedures
Data is backed up daily (Monday-Friday), and VM Server is backed up weekly (Saturday/Sunday). On the last calendar day of the month, a full backup is written to tape.
Disaster Recovery
New site, hardware and OS provided by TN State STS Tier 1 Level Disaster Recovery. Backup of data and images provided by TN State STS from latest backup. Laserfiche ECM and SQL Server Express software provided by Laserfiche authorized VAR. Installation and reconfiguration of system, images, and data performed by authorized Laserfiche VAR under contract at time of disaster.
Data Migration Description
Images are currently in non-proprietary tiff format. All metadata is stored in Microsoft SQL Server Express. Annual review to determine if images or metadata need to be upgraded or migrated to new format. Immediate review if Laserfiche ECM is sold or goes out of business.
RDA Comments
Records Management Division (RMD)
05-26-2016
No recommended changes.
Tennessee State Library and Archives
05-26-2016
No recommended changes.
Comptroller Audit Review
05-26-2016
We have reviewed RDA 1697 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-31-2016
No comments.
RMD Director
06-02-2016
RDA 1697 is a request to revise an RDA. The retention period will kept permanently in electronic format. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 1697.
Public Records Commission
06-22-2016
PRC approves RDA 1697.