Record Series Abstract
Records include but not limited to: documents or records related to meetings of Boards, Commissions, Councils, and Committees. Documents relating to the University/System Chief Executive in the transaction of the official business. Examples: Official correspondence, memorandums, final reports, official policies, current & obsolete directives, minutes/accounts of proceedings, agenda, copies of reports, and announcements.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
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). Five years after cutoff Files are to be maintained permanently at college/university archives or data center.
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 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-U01 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA SW-U01 is a request to revise an RDA. The retention period will remain Permanent and the format paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA SW-U01.