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
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
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.
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.
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
2008 to Current
Information Shared Outside the State
US Department of Transportation (USDOT)
Yes - Original
Essential Record Stored
Strategic Technology Solutions (STS) North and South Data Centers
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
Tennessee Transport Route Integrated Permitting System (TNTRIPS) and NICE CXone automated phone system.
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.
These servers run on a server. Avamar is the Enterprise backup solution. NICE CXone architecture is software for NICE CXone.
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.
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.
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
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 10147 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes
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.