An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11196
Effective Date
Record Series Abstract
Records include, but are not limited to Local Educational Agencies (LEA) fiscal budgets state approved for the purpose of supplementing the costs of their education through materials and direct services. These are original signed documents showing either an original application or revision to the special education federal budgets for LEAs for fiscal year also known as school year. Accompanying papers are required set-aside amounts, placement contracts, and/or monitoring documentation that is pertinent to the fiscal nature of these budgets dealing with the allocations from the federal government flowthrough to the local educational agencies (school districts). These documents are in paper format as was the practice at the time with the importance of mail between State and LEA for original documents and copies to be sent back and forth. Placement contracts still being produced and Local Education Agencies still contract with places to provide services using federal IDEA dollars.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These records for (IDEA) Preschool budgets that (LEAs) would submit to the state for approval. They used an excel workbook to generate the reports and then mail it to our office for review and approval. These budgets display how their (IDEA) flow through funds spent for children ages 3 through 5. Completion reports and Proportionate share calculations used their (LEA) child count and allocation to have set aside and to track expenditures for budgets pertinent to the fiscal year. Placement contracts still being produced and (LEA) still contract with places to provide services using federal IDEA dollars. There are items still received in paper format like parentally placed student evaluations and placement contracts for fiscal years. Most items are in ePlan now like the excel budget pages and signed signatures as that has become more electronic based and stored. Paper records will be stored in agency for 4 years, then at the state approved records center Richards and Richards for two years. This will be a total of six years. Electronic records will be kept 6 years in agency. After the total retention of six years, these records can be destroyed by state approved methods.
Worksheet
Record Location
Records are located at Andrew Johnson Tower, 710 James Robertson Parkway, 9th floor, Nashville, TN 37243
File Arrangement
Alphabetic by Local Education Agency names.
Date Range
to
Agency
Allotment Code
331.36
Annual Accumulation
5 cubic feet / 4GB
Current Volume
5 cubic feet / 4GB
Record Value
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Office of Management and Budget, Washington D.C.
Essential Record
Yes - Original
Essential Record Stored
Records are located at Andrew Johnson Tower, 710 James Robertson Parkway, 9th floor, Nashville, TN 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
4 years
Records Center Retention Period
2 years
Retention Legal Citation
TCA 49-10-305; TCA 49-10-701; TCA 49-10-107
Electronic Records Plan Inventory
System Name
ePlan
Hardware Description
Microsoft Azure Cloud Service Microsoft Azure SQL Database Microsoft Azure Virtual Machine Microsoft Azure Storage
Software Description
Keyoti SpellCheck Telerik UI for ASP.NET ABCpdf DidiSoft.PGP WinSCP SQL Server Reporting Server Microsoft Azure SDK Microsoft Azure Caching
System Location
Microsoft Azure's North Central Data Center - Illinois Microsoft Azure's East Data Center - Virginia Microsoft Azure's West Data Center - California
Backup Procedures
Microsoft SQL Azure includes built-in point-in-time backups for the databases it hosts. These backups are available for the past 30 days. In addition to this, we create daily backups of the databases as well as the stored documents at midnight. We keep one backup per day for the past 30 days, one backup per week for the past year, and one backup per month for the past 2 years.
Disaster Recovery
Yearly tests are run to simulate long term outages in the Azure Data Center which hosts the application. These tests include recovering the database with the most recently available information, deploying the recovered data to a stable Azure Data Center, and redeploying a modified publicly facing application which can access this data to the stable Data Center.
Data Migration Description
Vendor has data migration plan
RDA Comments
Records Management Division (RMD)
01-12-2017
No recommended changes.
Tennessee State Library and Archives
02-04-2017
No recommended changes.
Comptroller Audit Review
01-18-2017
We have reviewed RDA 11196 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-06-2017
No recommended changes
RMD Director
02-28-2017
RDA 11196 is a request to create a new RDA. The retention period will be six years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11196.
Public Records Commission
03-28-2017
PRC approves RDA 11196