An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW-U10
Effective Date
Record Series Abstract
This records series consists of application records for admission into the University/College undergraduate or graduate degree program. Records include but not limited to: documents or records related to student application for admission. Examples: application, standardized test scores, letters of recommendation, personal statements, medical records, high school and college transcripts, appeals, and other supporting documentation. Applications for students who do enroll should be kept permanently as part of SW-U06 Student Information Records
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of Application Term or any appeal process
Total Retention Years
1
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).
Worksheet
Record Location
Records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Date Range
to
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
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 10-7-504, Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 year
Retention Legal Citation
TCA 10-7-504, Family Educational 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)
01-11-2018
No recommended changes.
Tennessee State Library and Archives
01-11-2018
No recommended changes.
Comptroller Audit Review
02-07-2018
We have reviewed RDA SW-U10 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-U10 is a request to create an RDA. The retention period will be one year and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW-U10.
Public Records Commission
04-25-2018
PRC approves RDA SW-U10.