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Tennessee Higher Education Commission (THEC), Division of Postsecondary State Authorization (DPSA) Authorization Status Files for Institutions that Close in Good Standing

RDA Number
Effective Date
Record Series Abstract
DPSA authorization status files may contain, but are not limited to, correspondence with an institution from the THEC Executive Director, any letters regarding adverse action to be taken, documentation of authorization status changes, audit files, closure documents for institutions closed in good standing, and any other document deemed necessary to maintain on file for an institution. Files may contain confidential information including, but not limited to, education records and personally identifiable information (PII).
Record Series Active
Cut Off at End of
If Other, Explain
Cut off at the end of the calendar year when the institution is closed in good standing.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are generated in both electronic and paper format. Records will be maintained active until end of calendar year institution is closed in good standing and inactive for five (5) calendar years after cut off. Paper records will be migrated into electronic format and electronic files will be kept for the life of the record series and then destroyed according to state approved methods for confidential record destruction.
Record Location
Tennessee High Education Commission, Division of Postsecondary State Authorization Secure File Room, Parkway Towers, 404 James Robertson Parkway, Suite 1900, Nashville, TN 37243
File Arrangement
Alphabetical by institution name
Media Format Generated
Media Format Stored
Date Range
1/1990 to Current
Allotment Code
Annual Accumulation
20 MB, 1 cubic ft
Current Volume
100 MB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
Records Center Retention Period
System Name
Agency Share Drive
Hardware Description
Strategic Technology Solutions (STS) Data Center Server
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
TN State STS Data Center
Backup Procedures
Data stored on the Shared SQL server is replicated. For the Windows application server, currently, only standard file level backup services are offered. Every STS managed server performs a nightly incremental backup to a disk storage device and is replicated to the other datacenter upon completion. Incremental backups are performed every night of the week and are retained for 30 days at each site. On the last Friday of the calendar month, a full backup is taken of every server and that full backup image is kept on disk for 60 days at both datacenters. The full backup image is also duplicated to tape for long term storage at Iron Mountain for 7 years. The standard backup window for both incremental and full server backups is between 6pm and 6am central time.
Disaster Recovery
STS preforms nightly backups of servers which includes the current two days of backups for each database. Hard copy Backups are stored off-site weekly.
Data Migration Description
The data resides in an SQL database located at the Data Center. If there were a need for migration, it could be done by STS database administrators.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11143 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Thank you for your comments.
RMD Director
RDA 11143 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11143.
Public Records Commission
PRC approves RDA 11143.