An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2072
Effective Date
Record Series Abstract
Records include but not limited to, conceptual designs, title & reference sheets, present layout, proposed roadway layout, related documents for design planning and documents used at public hearings for approval of proposed projects.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Closure of project
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After close of project, retain in agency in electronic format for ten (10) years and then destroy by State approved method. Note: Documents used at public hearings for approval of proposed projects. Once approved, copy of the plans are sent to Environmental Planning, Programming and Design for use during subsequent phases of the project development.
Worksheet
Record Location
James K. Polk Bldg. Suite 1000 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Alpha
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1993 to Current
Agency
Allotment Code
40381
Annual Accumulation
48 GB
Current Volume
3,500 cu. ft., 470 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10
Electronic Records Plan Inventory
System Name
\\ag03sdcwf00008.net.ads.state.tn.us\Planning\Short Range Office|Road Safety Audit Reviews\ by Region and County and \\ag03SDCWF00008.net.ads.state.us\13Shared\Planning Studies\ by Region and County
Hardware Description
Strategic Technology Solutions (STS) managed File Server Storage for TDOT is on 4 Vmware servers. These servers consist of required computer 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)
09-03-2020
No recommended changes.
Tennessee State Library and Archives
09-04-2020
No recommended changes.
Comptroller Audit Review
09-08-2020
We have reviewed RDA 2072 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2020
No recommended changes.
RMD Director
09-09-2020
RDA 2072 is a request to revise an RDA. The retention period will change from five years to ten years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2072.
Public Records Commission
09-21-2020
PRC approves RDA 2072