An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11438
Effective Date
Record Series Abstract
Records series include Institution Student Information Roster (ISIR), National Student Clearinghouse (NSC), American College Testing (ACT) score records, Scholastic Aptitude Test (SAT) score records, Records include but not limited to applications, financial information, transcript files, scholarship information, high school's name, graduation date, and high school GPA at graduation, students academic intentions.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received electronically by the agency and stored on the FAST server. These records are maintained for five-years. The retention cut off will be fiscal year. Once records reach their retention period, records will be destroyed by state approved methods.
Worksheet
Record Location
State Data Centers
File Arrangement
Alphanumeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
November, 2015 to Current
Allotment Code
33205
Annual Accumulation
4.3 GB
Current Volume
29.3 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
State Data Centers
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 Years
Records Center Retention Period
N/A
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
Financial Aid System of Tennessee
Hardware Description
Strategic Technology Solutions (STS) Data Center
Software Description
State approved server software
System Location
State Data Center
Backup Procedures
Daily incremental, nightly, monthly (60 months off-site)
Disaster Recovery
State approved disaster recovery plan on file
Data Migration Description
Student data migrated to THEC Lottery Data System daily. DR migration as needed per DR plan on file.
RDA Comments
Records Management Division (RMD)
02-09-2023
No recommended changes.
Tennessee State Library and Archives
02-14-2023
No recommended changes.
Comptroller Audit Review
02-10-2023
We have reviewed RDA 11438 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-15-2023
02-15-2023
Thank you for your comments
RMD Director
02-23-2023
RDA 11438 is a request to create an RDA. The retention period will be five years and destroy. The format will be electronic. Recommend approval of the request to create RDA 11438.
Public Records Commission
04-18-2023
PRC approves RDA 11438.