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Education Information System (EIS)

RDA Number
Effective Date
Record Series Abstract
All electronic data for Districts Records include but not limited to (student attendance, demographics, teacher info, etc...) that is propagated by SIS (Student Information Systems) Vendors where stored and access via on-line applications. The most precise information about the data stored is defined in Public Chapter No. 905 House Bill No. 1549 Section 4: 9-B - Student Data and Section 4:10 - Teacher Data. Student data includes: State and national assessment results, including information on untested public school students; Course taking and completion, credits earned and other transcript information; Course grades and grade point average; Date of birth, grade level and expected graduation date or graduation cohort; Degree, diploma, credential attainment and other school exit information such as receipt of the GED and drop-out data; Attendance and mobility; Data required to calculate the federal four-year adjusted cohort graduation rate, including sufficient exit and drop-out information; Discipline reports limited to objective information sufficient to produce the federal Title IV annual incident report; Remediation; Special education data; and Demographic data and program participation information; Teacher data includes: personal summative and evaluation scores, the access to which is limited to the department, LEA administrators, local boards of education or those with direct supervisory authority who require such access to perform their assigned duties.
Record Series Active
Cut Off at End of
If Other, Explain
When the student either graduates, becomes ineligible, or ages out.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
These records will be maintained permanently. The permanent records are stored by our databases. The records are never purged from the system, but moved to inactive status and located on a different server environment than active students also apart of EIS Data-warehouse.
Record Location
South Data Center, 901 5th Avenue North Nashville, TN 37243
File Arrangement
Various based upon schema being access. (i.e. Stud
Media Format Generated
Media Format Stored
Date Range
Allotment Code
Annual Accumulation
Current Volume
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
US Dept of Education
Essential Record
Yes - Original
Essential Record Stored
South Data Center, 901 5th Avenue North Nashville, TN 37243
Essential Record Media Type
Confidential Legal Citation
20 U.S.C 1232g 34 CFR Part 99
Does this Record Series Contain Sensitive Information?
Agency Retention
Records Center Retention Period
System Name
Education Information System (EIS) Production
Hardware Description
TN Department of Education uses both the frontend webserver to host the EIS web application named the K12 Web, IP:, box names ca01ndcww00005 and ca01sdcww00005. This uses Intel(R) Xeon(R) CPU E7- 8837 @ 2.67GHz, Quad Core processers. 32.0GB of RAM and a 64-bit Operating System, x64-based processor. And backend database Oracle Server known as EIS (Education Information System) This is a 2-node Oracle RAC cluster using EL5: 5.X (Build: ASM, ASM rpms.
Software Description
TN Department of Education K12 server runs Windows Server 2012 Enterprise 64- Bit R2 or later with these software packages for each portion of the enterprise software application. The Oracle database currently runs Red Hat Enterprise Linux.
System Location
Both systems are in 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
The K12 frontend web server is 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) backups. These procedures consist of daily incremental backups, and weekly total backups 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 monthly back up tape that is then transported to Iron Mountain. The NetBackup module for Oracle is integrated with Oracle native backup tool RMAN (Recovery Manager) to perform Oracle database backup/recovery function and is backed up nightly.
Disaster Recovery
Data replication. All data components are backed up nightly via EMC Avamar provided by STS: file level and VM and VMDK. Then monthly all contents are transferred to a tape drive and transported 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
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA ID 2188 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Education agrees no recommended changes.
RMD Director
RDA 11220 is a request to create an RDA. The retention period will be permanent. The format will be electronic. Recommend approval of request to create RDA 11220.
Public Records Commission
PRC approves RDA 11220.