An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10087
Effective Date
Record Series Abstract
Records include but not limited too: Correspondence and up-to-date inventory of academic programs at higher education institutions in the State as well as off-campus locations at public institutions. The files contain program proposals submitted by public colleges and universities of Tennessee. These are required in order to fulfill it's statutory responsibility to review, approve, or disapprove academic programs and off-campus locations.
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
Records are generated and stored in electronic format. Records are kept for 5 years and then destroyed by state approved method.
Worksheet
Record Location
Academic Affairs Division
File Arrangement
Alpha
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Email
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Email
Date Range
Off-Campus Inventory-November 2017 and Academic Programs November 2009 to Current
Allotment Code
33201
Annual Accumulation
.72 GB
Current Volume
Off-Campus Inventory 734 MB and Academic Programs 5030 MB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
49-7-202
*6) Review and approve or disapprove all proposals for new degrees or degree programs or for the establishment of new academic departments or divisions within the various institutions of higher learning"
10) Review and approve or disapprove all proposals by any existing higher education institution to establish a physical presence at any location other than its main campus or to extend an existing location that will be utilized for administrative purposed or to offer courses for which academic credit is offered.
*6) Review and approve or disapprove all proposals for new degrees or degree programs or for the establishment of new academic departments or divisions within the various institutions of higher learning"
10) Review and approve or disapprove all proposals by any existing higher education institution to establish a physical presence at any location other than its main campus or to extend an existing location that will be utilized for administrative purposed or to offer courses for which academic credit is offered.
Electronic Records Plan Inventory
System Name
THEC/TSAC shared server (H drive)
Hardware Description
H Drive-Windows File Storage-\\ag03sdcwf00535\cb data
Software Description
Files are saved in Microsoft Word, Excel and PDF
System Location
STS Datacenter South
Backup Procedures
A daily backup is made and kept for 30 days and replicated each evening between the Datacenters. After 30 days the daily Archives are deleted by the system, but are saved to tape off-site for longer-term storage. The agency can request copies of the backups from STS as needed
Disaster Recovery
The disaster recovery level is determined by STS for the enterprise, and they manage the disaster recovery protocol in case of a disaster for the shared servers.
Data Migration Description
STS performs the procedures in case of a migration is needed for the electronic record series.
RDA Comments
Records Management Division (RMD)
09-23-2021
No recommended changes.
Tennessee State Library and Archives
09-28-2021
No recommended changes.
Comptroller Audit Review
09-27-2021
We have reviewed RDA 10087 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-04-2021
Thank you for your comments.
RMD Director
10-04-2021
RDA 10087 is a request to revise an RDA. The retention period is changing from zero years to five years and destroy. The format will be electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10087.
Public Records Commission
10-25-2021
PRC approves RDA 10087.