An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11142
Effective Date
Record Series Abstract
DPSA audit files may include, but are not limited to, the following: a copy of the notice of audit, the audit report, the authorized institution's response to the audit report and correspondence related thereto, and the closure letter. Once an institution closes, audit files will be superseded by RDA 11143 or RDA 11144.
Record Series Active
No
Cut Off at End of
Other
If Other, Explain
Cut off at the end of the calendar year when the audit file is closed.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Previous retention of sixteen (16) years allowed for DPSA staff to refer to prior audits performed every four (4) years. DPSA no longer preforms audits of authorized institutions; therefore, existing records will be retained for five (5) years from close of audit, pursuant to state guidelines, and then destroyed. Files may include sensitive information including, but not limited to education records and personally identifiable information (PII). Therefore, files will be destroyed according to standards for secure information.
Worksheet
Record Location
Tennessee Higher Education Commission, Division of Postsecondary State Authorization Locked File Cabinet, Parkway Towers, 404 James Robertson Parkway, Suite 1900, Nashville, TN 37243
File Arrangement
Alphabetically by institution name
Date Range
to
Allotment Code
33201
Annual Accumulation
0
Current Volume
3 cu. ft., 0GB Agency anticipates scanning to begin in October 2019.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years from the end of the calendar year of date of closure
Records Center Retention Period
N/A
Electronic Records Plan Inventory
System Name
Agency Share Drive
Hardware Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
Software Description
TN State STS Data Center
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.
RDA Comments
Records Management Division (RMD)
07-18-2019
No recommended changes.
Tennessee State Library and Archives
07-18-2019
No recommended changes.
Comptroller Audit Review
07-22-2019
We have reviewed RDA 11142 from an audit standpoint. We concur with the recommended disposition and retention specifications.
Agency Records Officer
07-30-2019
Thank you for your review and comments.
RMD Director
12-03-2018
RDA 11142 is a request to revise an RDA. The retention period will change from sixteen years and destroy to five years and destroy. The format will change to paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11142.
Public Records Commission
11-12-2019
PRC approves RDA 11142.