An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11048
Effective Date
Record Series Abstract
Records include but not limited to, projects for safety improvement at public highway-railroad grade crossings which may include communications, crash reports, Federal Railroad Administration (FRA) inventory and collision reports, data history, funding requests, preliminary engineering reports, National Environmental Policy Act (NEPA) documents, design documents, project documents, crossing photos, contracts, final inspection documents, invoices/payment vouchers, audit reports, and recommendations for crossing improvements.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When the railroad or the intersecting roadway related to a project is permanently removed or destroyed.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off, paper records will be scanned into electronic format. Once electronic format is verified, paper records will be destroyed by state-approved method. Any paper records scanned into electronic format prior to cut-off will also be verified before destroying paper by state-approved method. Electronic records will be maintained in agency for ten (10) years. At the end of the retention period, electronic records will be destroyed by state-approved method.
Worksheet
Record Location
James K. Polk Bldg., Suite 900 505 Deaderick Street Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Alpha and Numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1974 to Current
Agency
Allotment Code
40500
Annual Accumulation
8.5 GB
Current Volume
4.0 cu. ft. / 55.1 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration; Federal Railroad Administration; Local governments; Railroad companies including: Arnold Air Force Base (AFBX), BNSF Railway Company (BNSF), Chattooga & Chickamauga Railroad (CCKY), Caney Fork & Western Railroad (CFWR), Canadian National/Illinois Central (CN/IC), CSX Transportation (CSX), Department of Defense (DOD), East Chattanooga Belt Railway Company (ECTB), East Tennessee Railway, L.P. (ETRY), Franklin Industrial Minerals Railroad (FIMX), Illinois Central Gulf Railroad (ICG), Heritage Railroad Corporation (HR), Hiwassee River Railroad (HWRX), Kansas City Southern Railway Company (KCS), K.W.T. Railway, Inc. (KWT), Knoxville & Holston River Railroad Company, Inc. (KXHR), Louisville and Nashville Railroad (L&N), Mississippi Central Railroad Company (MSCI), Mississippi Tennessee Railroad LLC (MTNR), Nashville & Eastern Railroad Corp (NERR), Norfolk Southern Railway Company (NS), Nashville & Western Railroad Corporation (NWR), R. J. Corman Railroad Company/Tennessee Terminal (RJCK), R. J. Corman Railroad Company/Memphis Line (RJCM), R. J. Corman Railroad Corp./Bardstown Line (RJCR), South Central TN Railroad, LLC (SCTR), Sequatchie Valley Switching Co (SQSC), Tennessee, Alabama & Georgia Railway Company (TAG), Tennken Railroad Company, Inc. (TKEN), Tyner Terminal Railway Company (TNTX), Tennessee Overhill Heritage Association (TOHX), Tennessee Southern Railroad Company, LLC (TSRR), Tennessee Valley Authority (TVA), Tennessee Valley Railroad (TVRM), Union City Terminal Railroad (UCTR), Union Pacific Railroad Company (UP), Walking Horse & Eastern Railroad Company (WHOE), West Tennessee Railroad, LLC (WTNN), Wolf Creek Railroad, LLC (WCKR).
Essential Record
Yes - Original
Essential Record Stored
Original record: Freight and Logistics Division, 505 Deaderick Street, Suite 900 Nashville, TN 37243 Copies sent to: Federal Highway Administration; Federal Railroad Administration; Local governments; Railroad companies including: Arnold Air Force Base (AFBX), BNSF Railway Company (BNSF), Chattooga & Chickamauga Railroad (CCKY), Caney Fork & Western Railroad (CFWR), Canadian National/Illinois Central (CN/IC), CSX Transportation (CSX), Department of Defense (DOD), East Chattanooga Belt Railway Company (ECTB), East Tennessee Railway, L.P. (ETRY), Franklin Industrial Minerals Railroad (FIMX), Illinois Central Gulf Railroad (ICG), Heritage Railroad Corporation (HR), Hiwassee River Railroad (HWRX), Kansas City Southern Railway Company (KCS), K.W.T. Railway, Inc. (KWT), Knoxville & Holston River Railroad Company, Inc. (KXHR), Louisville and Nashville Railroad (L&N), Mississippi Central Railroad Company (MSCI), Mississippi Tennessee Railroad LLC (MTNR), Nashville & Eastern Railroad Corp (NERR), Norfolk Southern Railway Company (NS), Nashville & Western Railroad Corporation (NWR), R. J. Corman Railroad Company/Tennessee Terminal (RJCK), R. J. Corman Railroad Company/Memphis Line (RJCM), R. J. Corman Railroad Corp./Bardstown Line (RJCR), South Central TN Railroad, LLC (SCTR), Sequatchie Valley Switching Co (SQSC), Tennessee, Alabama & Georgia Railway Company (TAG), Tennken Railroad Company, Inc. (TKEN), Tyner Terminal Railway Company (TNTX), Tennessee Overhill Heritage Association (TOHX), Tennessee Southern Railroad Company, LLC (TSRR), Tennessee Valley Authority (TVA), Tennessee Valley Railroad (TVRM), Union City Terminal Railroad (UCTR), Union Pacific Railroad Company (UP), Walking Horse & Eastern Railroad Company (WHOE), West Tennessee Railroad, LLC (WTNN), Wolf Creek Railroad, LLC (WCKR).
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
23 U.S.C. § 112; 23 U.S.C. § 407; Tenn. Code Ann. § 55-10-114; 23 C.F.R. § 172.7
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 Years
Electronic Records Plan Inventory
System Name
K: Drive - RAILROADS (Note: Active documents are stored on shared drive and moved to FileNet once inactive.)
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)
08-05-2021
No recommended changes.
Tennessee State Library and Archives
08-06-2021
No recommended changes.
Comptroller Audit Review
08-11-2021
We have reviewed RDA 11048 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-12-2021
No recommended changes.
RMD Director
08-13-2021
RDA 11048 is a request to revise an RDA. The retention period will remain 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 11048.
Public Records Commission
10-25-2021
PRC approves RDA 11048.