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Tennessee Higher Education Commission, Division of Postsecondary State Authorization (DPSA) Closed Institution Transcripts

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.
Allotment Code
33201
Record Location
Tennessee Higher Education Commission, Div. of Postsecondary State Authorization, 19th Floor Parkway Towers, Nashville, TN 37243
File Arrangement
Alphanumeric
Date Range
1950 - current
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
Record Sample PDF
368.sample.pdf300.03 KB
System Name
THEC Post-Secondary Transcript Server (LaserFiche)
IT-ABC Number
LAS1213
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.
Legacy Revision UUID
368