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Core Data
RDA Number
SW-U04
Effective Date
Record Series Abstract
These records include, but is not limited to Athletic files including NCAA eligibility and related files, student patient files, and Academic second opportunity applications.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
One year after student no longer attends institution.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper records will be scanned immediately after cutoff. Once verified for completeness and accuracy paper record may be disposed and electronic version kept for remainder of retention. Records will be kept at college/university data center for 10 years, then destroyed.
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
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
NCAA
Essential Record
No
Confidential
No
Confidential Legal Citation
Family Education Rights & Privacy Act (FERPA) 20 USC 1232g; 34 CFR Part 99; T.C.A. 49-7-216
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Retention Legal Citation
Family Education Rights & Privacy Act (FERPA) 20 USC 1232g; 34 CFR Part 99; T.C.A. 49-7-216
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-U04 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-U04 is a request to create a new RDA. the retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW-U04.
Public Records Commission
03-28-2017
PRC approves Statewide University SW-U04