Record Series Abstract
Includes but not limited to, Complete Reports of Predicted spending and revenue for each school district for next school year through the eplan system. Records include but are not limited to 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. The information is reported by year, by school district and by account code.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
The information is reported by year, by school district and by account code through our ePlan system. These records are stored electronically on our H drive and will be purged after the 5 year retention period.
710 James Robertson Parkway Andrew Johnson Tower, 9th Floor
Media Format Generated
Media Format Stored
1991 - current
Information Shared Outside the State
National Center for Education Statistics
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
5 Years, 0 Months
Records Center Retention Period
Retention Legal Citation
Electronic Records Plan Inventory
Harris, Mackessy, and Brennan (HMB) eGrants Web Application
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 transactionally consistent copies of your data in the data center.
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.
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.
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.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2831 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Education agrees no recommended changes needed.
RDA 2831 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 2831.