An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW-U02
Effective Date
Record Series Abstract
These files contain the official academic record of students attending State institutions. They include, but are not limited to Academic Records (includes Narrative Evaluations, Competency Assessments), Change of Grade Records; Financial Aid Transcripts (if applicable), Class Lists (original grade sheets or cards), Graduation Lists, transcripts Permanent Student Cards, Statistical Data (enrollment, grades, racial/ethnic), degree), Commencement Program (1 copy), Student Disciplinary Files resulting in expulsion.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Academic Year
Total Retention Years
0
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 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 institution's library archive
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
T.C.A.10-7-504(a)(4)(A)& Family Education Rights and Privacy Act (FERPA) 20 U.S.C. 1232g
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
T.C.A.10-7-504(a)(4)(A)& Family Education Rights and Privacy Act (FERPA) 20 U.S.C. 1232g
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
02-16-2017
No recommended changes.
Comptroller Audit Review
01-30-2017
We have reviewed RDA SW-U02 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-U02 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-U02.
Public Records Commission
03-28-2017
PRC approves Statewide University SW-U02