Core Data
RDA Number
2360
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records include but not limited to, correspondence between the agency and permit holders related to permit transfers, non-compliance issues, and permit terminations; permits (Form DT-0266) for outdoor advertising devices, including applications, field reports, digital photos, addendums (Form DT-1744), and associated correspondence; and records relating to the hearing process, such as notices of violations, denials, letters of revocation of outdoor advertising permits, field reports, motions, pleadings, official notifications of charges, findings and appeals, and correspondence with applicants.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon the Outdoor Advertising Permit being voided or revoked
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are generated in paper. Once records are received, they are scanned. Once records are reviewed for completeness and accuracy paper records are destroyed by state-approved methods. Electronic records are kept permanently.
Worksheet
Record Location
HQ - Nashville, TN; Region 1 - Knoxville, TN; Region 2 - Chattanooga, TN; Region 3 - Nashville, TN; Region 4 - Jackson, TN; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Numeric by Permit Number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1965 to Current
Agency
Allotment Code
40565
Annual Accumulation
6 cu. ft./12 GB
Current Volume
193 cu. Ft./ 65 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA)
Essential Record
Yes - Original
Essential Record Stored
HQ - Nashville, TN; Region 1 - Knoxville, TN; Region 2 - Chattanooga, TN; Region 3 - Nashville, TN; Region 4 - Jackson, TN; Strategic Technology Solutions (STS) North and South Data Centers
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
0 years then permanent
Retention Legal Citation
Not required -- business decision between FHWA and TDOT for long-term accessibility of records
Electronic Records Plan Inventory
System Name
P: Drive - Signs\Outdoor Advertising and Vegetation Control Permits (ECM is FileNet with ongoing process for migrating documents over)
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 solu
System Location
Strategic Technology Solutions (STS) South Data Center 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)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 2360 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 09/23/2025
No recommended changes.
RMD Director
Fri, 09/26/2025
RDA 2360 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2360.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 2360
