An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10147
Effective Date
Record Series Abstract
Records include but not limited to, Overdimensional & Overweight permits issued to trucking companies transporting cargo through Tennessee in accordance with TCA Codes 55-4 403, 55-7 201, 202, 203, 205, 209 and Rules and Regulations 1680-07-01. Records also include Interagency Agreements, Route Surveys, and associated correspondence, and recordings of customer service calls stored in the NICE CXone automated phone system.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain in electronic format in the agency for six (6) years. At the end of the retention period, records will be destroyed by state-approved methods. NICE recordings will be kept in electronic format for six years. Once NICE recordings have passed retention, they will be disposed of by the contracted vendor by state-approved methods.
Worksheet
Record Location
James K. Polk Building, Suite 800 505 Deaderick Street Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers. NICE recordings are stored in Amazon Web Services (AWS) East FedRAMP region.
File Arrangement
Chronological
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2008 to Current
Agency
Allotment Code
40220
Annual Accumulation
10 GB
Current Volume
100 GB
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
US Department of Transportation (USDOT)
Essential Record
Yes - Original
Essential Record Stored
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
6 years
Records Center Retention Period
None
Electronic Records Plan Inventory
System Name
Tennessee Transport Route Integrated Permitting System (TNTRIPS) and NICE CXone automated phone system.
Hardware Description
The data for TNTRIPS is stored in TDOT’s Database running on physical servers and on the STS-managed Enterprise NAS solution. NICE is stored in Amazon Web Services (AWS) East FedRAMP region.
Software Description
These servers run on a server. Avamar is the Enterprise backup solution. NICE CXone architecture is software for NICE CXone.
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. NICE recordings are stored in Amazon Web Services (AWS) East FedRAMP region.
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. NICE CXone utilizes an active-active-active architecture with data being replicated to standby instances in real-time.
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. NICE CXone maintains an Incident Response and Recovery Team (IRRT) with assigned roles and responsibilities. The IRRT consists of management and key operations personnel. All events, incidents, and disasters are monitored, managed, escalated, and communicated through the Network Operations Center (NOC).
Data Migration Description
TDOT managed data
RDA Comments
Records Management Division (RMD)
07-20-2023
No recommended changes.
Tennessee State Library and Archives
07-25-2023
No recommended changes.
Comptroller Audit Review
07-20-2023
We have reviewed RDA 10147 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-01-2023
No recommended changes
RMD Director
08-15-2023
RDA 10147 is a request to revise an RDA. The retention period will remain six years and then destroy. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10147.
Public Records Commission
09-28-2023
PRC approves RDA 10147.