An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW-U13
Effective Date
Record Series Abstract
Documents relating to Student medical records, Student health form, Immunization History, Meningitis form, Hepatitis form, Allergy Injection form, Health disclosure, etc.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Academic Year
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. Maintained in agency for 10 years then destroyed.
Worksheet
Record Location
Records officer shall keep documentation of specific location.
File Arrangement
Alpha/Numeric
Date Range
to
Agency
Allotment Code
PENDING
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
Yes
Confidential Legal Citation
Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA). TCA 10-7-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10
Records Center Retention Period
0
Retention Legal Citation
Family Educational Rights and Privacy Act (FERPA),TCA 10-7-504, Health Insurance Portability and Accountability Act (HIPAA)
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)
09-13-2018
No recommended changes.
Tennessee State Library and Archives
09-20-2018
No recommended changes.
Comptroller Audit Review
09-13-2018
We have reviewed RDA SW-U13 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-02-2018
Agency concurs, thank you
RMD Director
10-04-2018
RDA SW-U13 is a request to create a new statewide RDA. The retention period will be ten years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA SW-U13.
Public Records Commission
10-30-2018
PRC approves RDA SW-U13.