An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11181
Effective Date
Record Series Abstract
The student must submit an appeal to the Tennessee Student Assistance Corporation (TSAC) and provide a narrative outlining the student's appeal, supporting documentation including, but not limited to, medical records, financial records, and other related documents. Once a determination is made by the appeal panel, the student is notified in writing of the decision, with a copy sent to the student's institution, and the appeal is closed.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year in which appeal is closed.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in both paper and electronic One (1) Calendar year after cut off paper files will be scanned and migrated to electronic format for the remainder of their retention. Once the scan has been verified for completeness and accuracy the paper copies will be destroyed. The electronics 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
Month / Year
Media Format Stored
Electronic
Date Range
to
Allotment Code
33205
Annual Accumulation
2.5 cu. ft. / 20 MB
Current Volume
2.5 cu. ft. / 100 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
10-7-0504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 YRS
Records Center Retention Period
NA
Retention Legal Citation
10-7-0504
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)
10-04-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2017
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11181 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-08-2018
Thank you for your comments
RMD Director
10-10-2018
RDA 11181 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11181.
Public Records Commission
10-30-2018
PRC approves RDA 11181.