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
Cut Off at End of
If Other, Explain
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). 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.
Records officer shall keep documentation of specific location.
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of specific volume.
Information Shared Outside the State
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?
Records Center Retention Period
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
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-U13 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs, thank you
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
PRC approves RDA SW-U13.