An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2213
Effective Date
Record Series Abstract
ANNUAL DATA REPORTS FROM PRIVATE SCHOOLS.The Annual report is a 15 page document which includes Non-Public reporting forms, demographic reports and compliance plans for each private school. These documents are submitted to the Tennessee Department of Education annually from participating Category 1 private schools. Category 1 schools are approved by the state. These schools are not mandated to hold Category 1 status, however, schools may desire to maintain the status. Category 1 private schools have the same criteria as any other state approved school and are monitored by state department officials. In order to maintain Category 1 status, private schools must complete and update private school reports annually and remain in compliance according to state monitoring mandates.
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
Maintain in agency for 5 years then destroy.These records are sent to each private school for completion from the Private School Director at the Tennessee Department of Education. Each school returns the documentation to the Private School Director at the Tennessee Department of Education via U.S. mail or e-mail. The department's Private School Director then saves documentation electronically on the department's H Drive for 5 years. At the end of the of the 5-year retention period, the documents are destroyed by state approved methods
Worksheet
Record Location
710 James Robertson Parkway Andrew Johnson Tower 9th Floor
File Arrangement
Alpha
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
331.01
Annual Accumulation
300 MB
Current Volume
1.79 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
US Department of Education
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
H:\\Operations and Facilities\Records Management; storage for any information individuals in those departments intend to store or share on a locally backed up drive
Hardware Description
TDOE uses its H drive server which is housed in a cluster Enterprise SQL 2012 Environment using these devices: Intel 64-bit processors, including IBM System x, eServer xSeries, and BladeCenter servers.
Software Description
TDOE 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
OIR's 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 drive data are backed up between the north and south OIR data centers, as well as, OIR 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 OIR's South Data Center is to mirror the information at the OIR's 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 OIR's North Data Center for both operations and data. If both OIR's 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)
12-10-2015
No recommended changes.
Tennessee State Library and Archives
12-10-2015
No recommended changes.
Comptroller Audit Review
12-11-2015
We have reviewed RDA 2213 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
12-14-2015
We agree with RDM
RMD Director
01-19-2016
RDA 2213 is a request to revise an RDA. The retention period will increase from one year to five years and the format will change from paper to electronic. Recommend approval of request to revise RDA 2213.
Public Records Commission
02-25-2016
PRC approves RDA 2213.