An official website of the Tennessee Secretary of State.
Core Data
RDA Number
SW-U18
Effective Date
Record Series Abstract
Records include but are not limited to university, college, or department files documenting accreditation review by accrediting agencies. Record series may include reports, questionnaires, guides, and related documentation and correspondence
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Accreditation Cycle
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
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). Files are to be maintained permanently at college/university archives or data center.
Worksheet
Record Location
Records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
Current to Current
Agency
Allotment Code
30501
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
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
In agency or institution library archive
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
Permanent
Retention Legal Citation
Higher Education Opportunity Act
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)
08-27-2020
No recommended changes.
Tennessee State Library and Archives
08-28-2020
No recommended changes.
Comptroller Audit Review
08-31-2020
We have reviewed RDA "University Accreditation Records" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-31-2020
Agency concurs.
RMD Director
09-01-2020
RDA SW-U18 is a request to create an RDA. The retention period will be permanent and the format will be paper/electronic. Recommend approval of the request to create RDA SW-U18.
Public Records Commission
09-21-2020
PRC approves RDA SW-U18