An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW-U07
Effective Date
Record Series Abstract
This RDA governs records pertaining to research conducted at an academic institution including records created over the course of a research project , steps taken, and results. This series includes but is not limited to: correspondence, project descriptions, final reports or deliverables, data, and related documentation and correspondence
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Completion, termination or suspension of research project.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
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). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. Following the end of the retention the agency will either destroy these records or send them to the university archives to be maintained as part of a research collection or under SW-U05 Trademark, Copyright, Patent Records, Printed Materials and Publications
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
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Retention Legal Citation
TCA 49-7-120
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)
01-25-2018
No recommended changes
Tennessee State Library and Archives
01-25-2018
No recommended changes.
Comptroller Audit Review
01-26-2018
We have reviewed RDA SW-U07 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-26-2018
Agency concurs
RMD Director
04-06-2018
RDA SW-U07 is a request to create an RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW-U07.
Public Records Commission
04-25-2018
PRC approves RDA SW-U07.