An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10089
Effective Date
Record Series Abstract
To collect unit record data for all students enrolled and/or completing degree programs at all public higher education institutions. Data is collected for each academic term, including supplemental terms (enrollment only).
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
27
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are generated and stored in electronic format. Records are kept 27 years and permanent.
Worksheet
Record Location
Data Center North and South
File Arrangement
Alpha numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Other
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Other
Date Range
2000 to current
Allotment Code
33201
Annual Accumulation
.5GB per year
Current Volume
13 GB
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?
Yes
Agency Retention
27 years and permanent
Retention Legal Citation
TCA 49-7-202
Electronic Records Plan Inventory
System Name
\\AG03SDCWF00535\CB_Data
Hardware Description
Server at STS Data Center South
Software Description
Windows Server, SQL Database STS managed
System Location
STS Managed – Data Center South
Backup Procedures
STS Managed Incremental Back up daily, full weekly, full monthly, physical backup tapes sent off site to Iron Mountain
Disaster Recovery
STS managed disaster recovery plan with backup tapes sent to Iron Mountain
Data Migration Description
STS managed server migration plan
RDA Comments
Records Management Division (RMD)
04-08-2021
According to the electronic records policy records should be stored on an ECM. Please provide sample if records are not sensitive or confidential.
Tennessee State Library and Archives
04-08-2021
Concur with RMD comments.
Comptroller Audit Review
04-10-2021
We have reviewed RDA 10089 from an audit standpoint. We concur with the recommended retention and disposition specifications as long as RMD's comments are addressed.
Agency Records Officer
04-14-2021
It is a SQL Database and for the RDA purposes acts as an ECM for their records.
Thank you.
RMD Director
04-14-2021
RDA 10089 is a request to revise an RDA. The retention period will change to permanent. The format will be electronic. Agency has clarified that the electronic records are maintained according to the standards required by the Electronic Records Policy. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10089.
Public Records Commission
05-04-2021
PRC approves RDA 10089