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Agency Schedule Detail

Authorization Number :  235-0076
Agency Series No. :  HEI-001
Status :  Active
Agency Web Link : 
Agency :  BOR
Confidential Description :  This data system contains confidential information including, but not limited to, student data that is protected by FERPA and other state and federal privacy protection laws.
Division : 
Vital Description :  Data contained in the HEI system is used for research and operational purposes and is critical for ODHE to perform it responsibilities related to researching many aspects of higher education as well as determine state subsidy and other vital functions.
Section : 
Record Title :  Higher Education Information (HEI) System
Revision :  4
Record Description :  Ohio Department of Higher Education database which maintains multiple sets of data that are necessary to the operation of ODHE. This includes but is not limited to student data, facilities data, and financial data. This record series also contains HEI data submission files that are structurally invalid This record series also contains HEI data submission files that are structurally sound but contain validation errors
Retention Period Retention Justification Media Code Method of Disposal
The data maintained in the database will be kept permanently The data that is submitted but is structurally invalid will be deleted immediately after the review that informs the files are invalid The data that is submitted that is structurally sound but contain validation errors will be kept 90 days from the date of submission and then deleted. It is essential that the data maintained in the database be kept available for policy development by request of the General Assembly, the Executive Branch and other research The structurally invalid data has no administrative value The data that is structurally sound but contains validation codes may have limited administrative value for a short period of time. Electronic Delete

Approvals

Status Name Title Date
Approved Amy Shaffer Records Officer 1/3/2017 9:54:00 AM
Approved Bunnie Jones Record Administrator 4/4/2017 4:28:00 PM
Approved Martin Meeks State Auditor 4/6/2017 3:50:00 PM
Approved Fred Previts State Archivist 4/8/2017 3:22:00 PM

Notes

Date Reason User

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