Record Series Abstract
Records may include but not limited to records of each student in the school system, showing the student's name, address, parents' names and occupations, a complete school record, achievement test results, health record, school activities, and counselors' notes, and other information deemed appropriate by TDOE.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Records are created by the state special schools and stored in paper and electronic formats
Records Officer has a listing of all records locations for these records
alpha and numeric
10 GBs 400 cu. ft.
40 GBs 1200 cu. ft
Information Shared Outside the State
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Retention Legal Citation
TCA 49-6-5002 and Family Educational Rights and Privacy Act (FERPA)
Electronic Records Plan Inventory
Education Information System (EIS) Production
TN Department of Education uses both the frontend webserver to host the EIS web application named the K12 Web, IP: 10.15.76.29, box names ca01ndcww00005 and ca01sdcww00005. This uses Intel(R) Xeon(R) CPU E7- 8837 @ 2.67GHz, Quad Core processers. 32.0GB of RAM and a 64-bit Operating System, x64-based processor. And backend database Oracle Server known as EIS (Education Information System) This is a 2-node Oracle RAC cluster 18.104.22.168 using EL5: 5.X (Build:22.214.171.124) ASM, ASM rpms.
TN Department of Education K12 server runs Windows Server 2012 Enterprise 64- Bit R2 or later with these software packages for each portion of the enterprise software application. The Oracle database currently runs Red Hat Enterprise Linux.
Both systems are in Strategic Technology Solutions (formerly Office of Information Resources) South Data Center located in Smyrna Tennessee hosts the servers that will be utilized for the storage to comply with Statewide and TDOE Electronic Records Policy.
The K12 frontend web server is backed up between the north and south Strategic Technology Solutions (formerly Office of Information Resources) data centers, as well as, Strategic Technology Solutions (formerly Office of Information Resources) backups. These procedures consist of daily incremental backups, and weekly total backups on the weekend. The process for backing up data from Strategic Technology Solutions (formerly Office of Information Resources) South Data Center is to mirror the information at the Strategic Technology Solutions (formerly Office of Information Resources) North data Center, and then create a monthly back up tape that is then transported to Iron Mountain. The NetBackup module for Oracle is integrated with Oracle native backup tool RMAN (Recovery Manager) to perform Oracle database backup/recovery function and is backed up nightly.
Data replication. All data components are backed up nightly via EMC Avamar provided by STS: file level and VM and VMDK. Then monthly all contents are transferred to a tape drive and transported to a secondary site. Another type of replication is the more common case, the data is replicated continuously as needed. Disaster recovery begins with the utilization of the Strategic Technology Solutions (formerly Office of Information Resources) North Data Center for both operations and data. If both Strategic Technology Solutions (formerly Office of Information Resources) north and south data centers are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier and restoring data from the offline tape backups stored.
Data Migration Description
Migrate the data from the source environment. Analyze the converted deployment data set for potential errors that could occur during the import and for the impact on the destination environment. Backing up data is necessary during this process
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11358 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Education agrees with no recommended changes.
RDA 11358 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of request to create RDA 11358.
Public Records Commission
PRC approves RDA 11358