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Core Data
RDA Number
SW-U23
Effective Date
Record Series Abstract
Records submitted to the University by Student Organization that is deemed historic, such as; reports, minutes, student roster, etc. These records also include records created by the Student Government Association.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Academic Year
Total Retention Years
5
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). Records will be kept permanently in the university’s archive.
Worksheet
Record Location
In agency
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
2020 to Current
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of annual accumulation.
Current Volume
Agency records officer shall keep documentation of total volume.
Record Value
Administrative
Historic
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
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 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
The 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)
02-13-2025
No recommended changes.
Tennessee State Library and Archives
02-13-2025
No recommended changes.
Comptroller Audit Review
02-19-2025
We have reviewed RDA SW-U23 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-10-2025
Agency concurs, thank you.
RMD Director
03-14-2025
SW-U23 is a request to create a Statewide RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval to create Statewide RDA SW-U23.
Public Records Commission
04-21-2025
PRC approves RDA Statewide University 23