An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10213
Effective Date
Record Series Abstract
Records include but not limited to: all driver licenses issued; driver photographs and driver history notes, Commercial Driver License [CDL] Certification Documentation, application for hardship, and affidavit for photo identification license (ID's) This will also include microfiche indexes for the above documentation, which includes but not limited to: Safety Document Control Number Index (DCN), Internet Application Transactions, and Driver Master Files.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Currently records are generated in electronic format. Records were generated in paper and then microfilmed/microfiche . Paper was destroyed by state approved methods. Agency is maintaining 1 copy of microfilm in agency permanently. Agency is storing records in temperature controlled room. Agency has sent master copy of microfilm to State Records Center. Agency is no longer producing microfilm or microfiche. Records are also kept in the Strategic Technology Solutions Mainframe.
Worksheet
Record Location
1150 Foster Ave. Nashville and STS Data Center
File Arrangement
alpha & numeric
Media Format Generated
Both
Date Range
01/1937 - current
Agency
Allotment Code
34901
Annual Accumulation
4190 GB
Current Volume
20210 rolls of microfilm, 221000 sheets of microfiche, 12570 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Public, Courts, Law Enforcement, and other state's Driver Motor Vehicle offices.
Essential Record
Yes - Original
Essential Record Stored
1150 Foster Ave. Nashville and STS Data Center
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
T.C.A. 55-25-101 through 55-25-112 The Federal statute is 18 U.S.C. 2721 - 2725, the Driver Privacy Protection Act of 1994 T.C.A. 10-7-504(o)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
T.C.A. 55-25-101 through 55-25-112 The Federal statute is 18 U.S.C. 2721 - 2725, the Driver Privacy Protection Act of 1994 T.C.A. 10-7-504(o)
Electronic Records Plan Inventory
System Name
Alist and Document Direct
Hardware Description
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). This is a platinum service level.
Software Description
Alist is the STS supported enterprise system for tracking driver license information. All software for maintaining the records series shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
The database containing electronic records is kept on servers maintained and supported by STS at State Data Centers
Backup Procedures
Backup procedures shall be maintained in accordance with Current STS Data Center Operations policy
Disaster Recovery
Disaster Recovery procedures shall be maintained in accordance with Current STS Data Center Operations policy.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS.
RDA Comments
Records Management Division (RMD)
10-04-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 10213 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-08-2018
Thank you.
RMD Director
10-12-2018
RDA 10213 is a request to revise an RDA. The retention period will remain Permanent. The format will be paper/electronic/film. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10213.
Public Records Commission
10-30-2018
PRC approves RDA 10213.