Record Series Abstract
These records include, but are not limited to Trademark, Copyright and Patent records, including correspondence, forms, documents and materials relating to application for and granting of same. Printed Materials and Publications which have permanent administrative, physical, historical or legal value, such as; class schedules (institutional), institutions catalogs, brochures, etc.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Trademark, Copyright, Patent Records: Paper records will be scanned digitally immediately after cutoff. Electronic records will be stored at college/university data center. Printed Materials and Publications: Immediately after cutoff, two (2) paper copies will be sent to the appropriate institution library archive. May be converted to digital or microfilm by library archivists, and maintained permanently.
Records officer shall keep documentation of specific location.
Media Format Generated
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of specific volume.
Information Shared Outside the State
Yes - Original
Essential Record Stored
In agency or institution's library archive
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Electronic Records Plan Inventory
Records Officer shall document system name.
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS).
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.
Agency Records Officer shall document the system location.
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.
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.
Records Management Division (RMD)
No recommended changes
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA SW-U05 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA SW-U05 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-U05.