An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11001
Effective Date
Record Series Abstract
Documents related to complaints investigated by the Tennessee Department of Education, including but not limited to the complaint forms, letter of findings and correspondences.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
closing of complaint investigation.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
When paper files are received that are scanned and verified, then destroy by state approved methods and Electronic files become originals, and are maintained on each educational complaint submitted to the agency for investigation. Components of each file is also maintained on the network drive for one fiscal year. At the close of a fiscal year all electronic files for that current year are transferred to the agency's public drive where they reside in perpetuity. Files are to be cut off at closing of each complaint investigation.
Worksheet
Record Location
710 James Robertson Parkway
File Arrangement
alpha
Media Format Generated
Electronic
Date Range
to
Agency
Allotment Code
331
Annual Accumulation
1.59 GB
Current Volume
1 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
United States Department of Education's Office of Special Education Programs (OSEP)
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
20 U.S.C 1415
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Electronic Permanent
Records Center Retention Period
0
Retention Legal Citation
Ferpa 20 U.S.C 1232g; (IDEA) 20 U.S.C. 1400, et seq; 20 U.S.C. 1415; 20 U.S.C. 1232g; 34 CFR Part 99; 34 C.F.R 300.151-153; 34 CFR 80.42
Electronic Records Plan Inventory
System Name
H Drive (department hard drive)
Hardware Description
TN Department of Education uses its H drive server which is housed in a cluster Enterprise SQL(Structured Query Language) 2012 Environment using these devices: Intel 64-bit processors, including IBM System x, eServer xSeries, and BladeCenter servers.
Software Description
TN Department of Education H drive servers run Windows Server 2012 Enterprise 64- Bit R2 or later with these software packages for each portion of the enterprise software application
System Location
Strategic Technology Solutions (formerly Office of Information Resources) South Data Center located in Smyrna Tennessee hosts the servers that will be utilized for the storage to comply with Statewide and TDOE Electronic Records Policy.
Backup Procedures
H(department) drive data are backed up between the north and south Strategic Technology Solutions (formerly Office of Information Resources) data centers, as well as, Strategic Technology Solutions (formerly Office of Information Resources) back ups. These procedures consist of daily incremental back ups, and weekly total back ups on the weekend. The process for backing up data from Strategic Technology Solutions (formerly Office of Information Resources) South Data Center is to mirror the information at the Strategic Technology Solutions (formerly Office of Information Resources) North data Center, and then create a weekly back up tape.
Disaster Recovery
Data replication. All H drive data components are shut down and then all data is replicated to a secondary site. Another type of replication is the more common case the data is replicated continuously as needed. Disaster recovery begins with the utilization of the Strategic Technology Solutions (formerly Office of Information Resources) North Data Center for both operations and data. If both Strategic Technology Solutions (formerly Office of Information Resources) north and south data centers are out of operation new operations will begin by acquiring appropriate hardware and software from a third party supplier and restoring data from the offline tape backups stored.
Data Migration Description
Migrate the data from the source environment. Analyze the converted deployment data set for potential errors that could occur during the import and for the impact on the destination environment. Backing up data is necessary during this process
RDA Comments
Records Management Division (RMD)
03-24-2016
Please clarify business process. CFR calls for 3 year retention and destroy, recommend 5 years and destroy for all formats, both paper and electronic. Please provide explanation for need to keep electronic format permanently. Provide more specific information for meta data. Update: 4/15/16 Spoke to TDOE General Counsel - Reason for keeping electronic permanently is because of federal funding and ongoing pending litigation.
Tennessee State Library and Archives
03-24-2016
TSLA concurs in RMD comments. We see no support for permanent retention of electronic records.
Comptroller Audit Review
03-30-2016
Audit concurs with RMD comments.
Agency Records Officer
04-27-2016
Education agrees no recommended changes.
RMD Director
05-13-2016
RDA 11001 is a request to revise an RDA. The records series will be kept permanently and the format will be paper/electronic. Agency has explained the need for the permanent retention of these records for legal reasons. Recommend approval of request for new RDA 11001.
Public Records Commission
06-22-2016
PRC approves RDA 11001