An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2459
Effective Date
Record Series Abstract
DPSA authorization application files include anything submitted with or related to the annual authorization of institutions, approval of programs, school personnel, and agent permits. This may include, but is not limited to, approval notification, waivers, correction letters, and institutional responses thereto.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut off at the end of the calendar year in which the application is approved, withdrawn, denied, or any other action is taken.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are generated in paper and electronic format. Paper records are then scanned and after verification will be destroyed by state approved methods. Electronic records will be uploaded after receipt. Electronic format will be kept for the remainder of retention and then destroyed by state approved methods. Paper records sent to the State Records Center prior to this scanning project will be kept in paper format at the State Records Center until end of retention. All records after cut off will be kept for 5 years, after retention ends records will be destroyed by state approved methods.
Worksheet
Record Location
Tennessee Higher Education Commission
Division of Postsecondary State Authorization
312 Rosa L. Parks Ave., 9th Floor
Nashville, TN 37217
THEC File Room / Laserfiche DMS
Division of Postsecondary State Authorization
312 Rosa L. Parks Ave., 9th Floor
Nashville, TN 37217
THEC File Room / Laserfiche DMS
File Arrangement
Alphabetically by name of institution and year
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Other
Media Format Stored
Electronic
Media Format Stored Summary
Paper: Sheet
Date Range
01/01/2016 to Present
Allotment Code
33201
Annual Accumulation
18 GB
Current Volume
35 GB electronic storage, 6 cu. ft paper
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Tennessee Higher Education Commission, Div. of Postsecondary State Authorization 312 Rosa Parks Ave., 9th Floor, Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
T.C.A.10-7-504(4)(A)
Media Recommendation Other
Current Format
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5
Records Center Retention Period
N/A
Retention Legal Citation
None
Electronic Records Plan Inventory
System Name
THEC Post-Secondary Transcript Server (LaserFiche)
Hardware Description
Server name: CB50SDCWA00002. Virtual server with 2 cores, 4 GB memory, 60 GB Operating System, 500 GB data storage, and Total Disk Size of 620.4 GB.
Software Description
VMware running Microsoft Windows Server 2012, LaserFiche ECM Document Management System, Microsoft SQL Server Express 2012
System Location
Server, software, and metadata in TN State STS Data Center South
Backup Procedures
Data is backed up daily Monday-Friday, and VM Server is backed up weekly (Saturday/Sunday). On the last calendar day of the month, a full backup is written to tape.
Disaster Recovery
New site, hardware and OS provided by TN State STS Tier 1 Level Disaster Recovery. Backup of data and images provided by TN State STS from latest backup. Laserfiche ECM and SQL Server Express software provided by Laserfiche authorized VAR. Installation and reconfiguration of system, images, and data performed by authorized Laserfiche VAR under contract at time of disaster.
Data Migration Description
Images are currently in .tiff, .xlsx, .docs, and .pdf format. All metadata is stored in Microsoft SQL Server Express. Annual review to determine if images or metadata need to be upgraded or migrated to new format.
RDA Comments
Records Management Division (RMD)
09-30-2021
No recommended changes.
Tennessee State Library and Archives
10-05-2021
No recommended changes.
Comptroller Audit Review
10-04-2021
We have reviewed RDA 2459 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-05-2021
Thank you for your comments.
RMD Director
10-06-2021
RDA 2459 is a request to revise an RDA. The retention period will remain five years. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2459.
Public Records Commission
10-25-2021
PRC approves RDA 2459.