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
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Records are generated and stored in electronic format. Records are kept 27 years and permanent.
Data Center North and South
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
2000 to current
.5GB per year
Information Shared Outside the State
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
27 years and permanent
Retention Legal Citation
Electronic Records Plan Inventory
Server at STS Data Center South
Windows Server, SQL Database STS managed
STS Managed – Data Center South
STS Managed Incremental Back up daily, full weekly, full monthly, physical backup tapes sent off site to Iron Mountain
STS managed disaster recovery plan with backup tapes sent to Iron Mountain
Data Migration Description
STS managed server migration plan
Records Management Division (RMD)
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
Concur with RMD comments.
Comptroller Audit Review
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
It is a SQL Database and for the RDA purposes acts as an ECM for their records. Thank you.
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.