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Core Data
RDA Number
SW-U03
Effective Date
Record Series Abstract
Current and Historical Data Including (1) Alumni Development Files: alumni information. solicitation, pledge and contributions data, and all related documents. (2) Donor Gifts and Contributions: Donor Recognition Committee, Donor Director of Private Giving, Fund Raising Report, Philanthropy Awards, and all related documents. (3) Endowment and Living Trust Agreements, and all related documents.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Strategic Technology Solutions (STS). Maintained in agency for 5 years then stored permanently at college/university offices or data center.
Worksheet
Record Location
Records officer shall keep documentation of specific location.
File Arrangement
Alpha/Numeric
Media Format Generated
Both
Date Range
current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Fiscal
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
In agency or institutional library archive
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
T.C.A. 49-7-140
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
T.C.A. 49-7-140
Electronic Records Plan Inventory
System Name
Records Officer shall document system name.
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
Agency Records Officer shall document the system location.
Backup Procedures
Backup procedures system shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
RDA Comments
Records Management Division (RMD)
01-26-2017
No recommended changes
Tennessee State Library and Archives
02-16-2016
No recommended changes.
Comptroller Audit Review
01-30-2017
We have reviewed RDA SW-U03 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-16-2017
Agency concurs
RMD Director
03-06-2017
RDA SW-U03 is a request to create a new RDA. the retention period will be permanent. The format will be paper/electronic. Recommend approval of request to create RDA SW-U03.
Public Records Commission
03-28-2017
PRC approves Statewide University SW-U03