An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2049
Effective Date
Record Series Abstract
File contains but not limited to project information sheets, notes on prefabrication conference, drawings, proposed modifications, procedure specifications, welding procedures, structural steel shop inspection, and related documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cutoff 10 years after acceptance of the new structure.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Cutoff 10 years after acceptance of the new structure. Maintain in FileNet for ten (10) years; then destroy by state approved method.
Worksheet
Record Location
Electronic format on FileNet that is housed at the STS Data Centers North (901 5th Avenue North, Nashville, TN 37243) and South (92 Weakley Lane, Smyrna, TN 37167)
Mixed media format at James K Polk Bldg, TDOT Structures Division, 505 Deaderick Street, Nashville, TN 37243
Mixed media format at James K Polk Bldg, TDOT Structures Division, 505 Deaderick Street, Nashville, TN 37243
File Arrangement
Alphanumeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Film: Other
Date Range
2010 to Current
Agency
Allotment Code
4036370040
Annual Accumulation
300 MB per year (Electronic)
30 cubic feet per year (Film)
30 cubic feet per year (Film)
Current Volume
3 GB (Electronic)
210 cubic feet (Film)
210 cubic feet (Film)
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA), Contractors, Consultants, Local Government.
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Retention Legal Citation
23 CFR Subpart 650C
Electronic Records Plan Inventory
System Name
FileNet
Hardware Description
Strategic Technology Solutions (STS) managed File Server Storage for TDOT is on 4 VMware servers. These servers consist of required compute and storage resources for the data housed.
Software Description
These servers run Windows Server 2012 Enterprise 64-Bit R2 or later. The servers run the current version of SEP for virus protection. Avamar is the Enterprise backup solution.
System Location
Strategic Technology Solutions (STS) South Data Center (92 Weakley Lane, Smyrna, TN 37167) hosts the servers that are utilized for the storage of the TDOT data managed by STS.
Backup Procedures
Strategic Technology Solutions (STS) will conduct backup procedures. These procedures consist of daily backups that are kept on the Data Domain for 31 days. These are then moved off to ECS and maintained as long term storage.
Disaster Recovery
Strategic Technology Solutions (STS) conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the STS’s North Data Center for both operations and data. If both STS’s South Data Center and STS’s North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier and restoring data from backups.
Data Migration Description
Strategic Technology Solutions (STS) LanCentral manages Agency Data.
RDA Comments
Records Management Division (RMD)
04-10-2014
Please provide volume of film. Audit Requirements indicate that record is subject to State and Federal Audit, please provide agency that record would be shared with.
Tennessee State Library and Archives
05-12-2014
TSLA concurs with RMD comments.
Comptroller Audit Review
07-16-2014
State Audit concurs with RMD comments.
Agency Records Officer
11-20-2020
No recommended changes.
RMD Director
12-01-2020
RDA 2049 is a request to revise an RDA. The retention period will change from five years to ten years and destroy. The format will be electronic/film. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2049.
Public Records Commission
05-04-2021
PRC approves RDA 2049