An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2985
Effective Date
Record Series Abstract
This record series contains records related to state and lottery for education funded loan forgiveness programs administered by the Tennessee Student Assistance Corporation (TSAC). If the student fails to fulfill the service obligation, the loan scholarship must be repaid in full. Records include program applications, student education records, promissory notes, and service, financial repayment documentation containing personally identifiable information (PII).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The record is closed when the loan has been repaid in full either through fulfilling the service obligation or monetary repayment.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in both electronic and paper format. The files remain active until the loan is paid in full either by fulfilling a service obligation or monetary repayment and inactive for five (5) calendar years after cut-off. Once the file is closed, the paper files will be scanned and migrated to electronic format. Once the scan has been verified for completeness and accuracy the paper copies will be destroyed. The electronic file will be kept for the life of the record series and then destroyed according to state approved methods for confidential record destruction.
Worksheet
Record Location
Tennessee Student Assistance Corporation, Suite 1510, 404 James Robertson Parkway, Nashville, TN 37243
File Arrangement
Active: Alpha / Closed: Year Closed
Date Range
to
Allotment Code
33205
Annual Accumulation
20 MB / 5 cu. ft.
Current Volume
1 GB / 15 cu. ft.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g), TCA 10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Retention Legal Citation
Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g), TCA 10-7-504
Electronic Records Plan Inventory
System Name
Agency Share Drive
Hardware Description
Strategic Technology Solutions (STS) Data Center Server
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
TN State STS Data Center
Backup Procedures
Data stored on the Shared SQL server is replicated. For the Windows application server, currently, only standard file level backup services are offered. Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
STS preforms nightly backups of servers which includes the current two days of backups for each database. Hard copy Backups are stored off-site weekly.
Data Migration Description
The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators.
RDA Comments
Records Management Division (RMD)
10-11-2018
No recommended changes.
Tennessee State Library and Archives
10-12-2018
No recommended changes.
Comptroller Audit Review
10-12-2018
We have reviewed RDA 2985 from an audit standpoint. We concur with the recommended retention and disposition specifications.
RMD Director
10-23-2019
RDA 2985 is a request to revise an RDA. The retention period will be five years and destroy. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2985.
Public Records Commission
11-12-2019
PRC approves RDA 2985.