An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2830
Effective Date
Record Series Abstract
Report of actual funds spent and received by each school district for current school year. Records include but are not limited to revenue records 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. The information is reported by year, by school district and by account code. All revenues and expenditures received and created by each district are reported to the state via eReporting. This information is then used on the State Report Card, Annual Statistical Report, and various other reports such as calculating federal Maintenance of Effort
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. All revenues and expenditures received and created by each district are reported to the state via ePlan. This information is then used on the State Report Card, Annual Statistical Report, and various other reports such as calculating federal Maintenance of Effort. All financial data is stored electronically on the H drive and will be purged after the 5 year retention period.
Worksheet
Record Location
710 James Robertson Parkway Andrew Johnson Tower, 9th Floor
File Arrangement
numeric
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2008 - current
Agency
Allotment Code
331.01
Annual Accumulation
20MB
Current Volume
137 MB
Record Value
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
National Center for Education Statistics
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
Electronic Records Plan Inventory
System Name
Harris, Mackessy, and Brennan (HMB) eGrants Web Application
Hardware Description
Windows Azure runs in data centers managed and operated by Microsoft Global Foundation Services (GFS). These geographically dispersed data centers comply with key industry standards, such as ISO/IEC 27001:2005, for security and reliability. They are managed, monitored, and administered by Microsoft operations staff that have years of experience in delivering the world's largest online services with 24 x 7 continuity. Windows Azure SQL Database mitigates outages due to failures of individual devices, such as hard drives, network interface adapters, or even entire servers. Data durability and fault tolerance is enhanced by maintaining multiple copies of all data in different physical nodes located across fully independent physical sub-systems such as server racks and network routers. At any one time, Windows Azure SQL Database keeps three replicas of data running-one primary replica and two secondary replicas. Windows Azure SQL Database uses a quorum based commit scheme where data is written to the primary and one secondary replica before we consider the transaction committed. If the hardware fails on the primary replica, the Windows Azure SQL Database detects the failure and fails over to the secondary replica. In case of a physical loss of the replica, Windows Azure SQL Database creates a new replica automatically. Therefore, there are at least two physical transactional consistent copies of your data in the data center.
Software Description
Application is hosted by Microsoft Azure and consists of the following sections hosted in the cloud: * Microsoft Azure Cloud Service * Microsoft Azure SQL Database * Microsoft Azure Cloud Storage * Microsoft Azure Virtual Machine Of these sections, the Cloud Storage is set up to be Geo-Redundant, meaning that it consists of three redundant copies in the Primary Data Center (North Central) and three additional redundant copies in a Secondary Data Center (South Central). On a failure in the North Central Data Center, Microsoft Azure will automatically forward requests for the storage data to the secondary data center, so no action is required for recovery.
System Location
The Cloud Storage is set up to be Geo-Redundant, meaning that it consists of three redundant copies in the Primary Data Center (North Central) and three additional redundant copies in a Secondary Data Center (South Central). On a failure in the North Central Data Center, Microsoft Azure will automatically forward.
Backup Procedures
1- Create New Cloud Service; HMB creates cloud service in another, stable region. 2- Modify Cloud Service Configuration; HMB modifies the solution configuration to target this new cloud service. 3- Provide Updated DNS; HMB provides client with address of new cloud site, for example tennesseegmsdr.cloudapp.net. 4- Update DNS Entry; Client Updates DNS settings to point client address to the new cloud site. 5- Deploy New Service; HMB deploys updated solution to new cloud service.
Disaster Recovery
1- Create New Server/Database; HMB creates a SQL database server and database in another, stable region. 2- Load Database; HMB loads most recent database; backup onto this new database. 3- Modify Cloud Service Configuration; HMB updates solution configuration to point to this new server and database. 4- Deploy Cloud Service; HMB deploys updated solution to cloud service. This plan supports the recovery of the above named application/system using only documentation and data stored remotely to the primary recovery location. This plan is designed to contain the information to support initial recovery during a disaster, i.e., recovery at a Disaster Recovery site. It does not contain the details required for reinstatement, the plan for which would be built at the time of a disaster and based on this plan.
Data Migration Description
These geographically dispersed data centers comply with key industry standards, such as ISO/IEC 27001:2005, for security and reliability. They are managed, monitored, and administered by Microsoft operations staff that have years of experience in delivering the world's largest online services with 24 x 7 continuity.
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 2830 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 2830 is a request to revise an RDA. The retention period will change from four years and destroy to five years and destroy. The format will change from Paper to Electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2830.
Public Records Commission
09-07-2017
PRC approves RDA 2830.