An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11053
Effective Date
Record Series Abstract
Records include but not limited to, records regarding State Only Funded Multimodal Contracts including: Applications (TEAM, Agency), Operating Contracts, Contract Files, CTAP Applications, Special Projects, Invoices, Asset Documentation, Monitoring Documentation (Financial Statements, Audit Reports, Inspections, etc) and Correspondence. Programs included are: 5303, 5304, 5339, 5309, State of Good Repair, 5310, 5311, 5316 (3037), & 5317 where TDOT is not the direct recipient of federal funds but is providing only a state match. These programs can last many years if purchased assets, such as equipment or buildings, are still in use. Programs also included are State Funded Transit Programs which do not have any consideration of federal funds, such as, UROP - State funded urban operating, RROP - Rural operating (if separate contract from 5311), Internship program, UTAP - Urban Technical Assistance, the IMPROVE program, State employee transportation programs, and other programs that are solely funded with state transit funds.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the end of the contract, after final payment has been completed.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
All records are received and processed electronically, except in paper format for asset documentation items, titles, and backup information. After the cutoff, electronic records are retained in the agency for five (5) years on Filenet and then destroyed using a State-approved method. Paper records are kept in the agency for five years after the cutoff and then destroyed using a State-approved method.
Worksheet
Record Location
Tennessee Department of Transportation, 12th floor, Nashville, TN and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Alpha Numeric
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Paper
Date Range
2010 to current
Agency
Allotment Code
405.42
Annual Accumulation
2 cu ft., 1 gb
Current Volume
20 cu ft., 10 gb
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration
Essential Record
Yes - Original
Essential Record Stored
Tennessee Department of Transportation, 12th Floor, Nashville, TN and Strategic Technology Solutions (STS) North and South Data Centers.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
N/A
Electronic Records Plan Inventory
System Name
FileNet
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 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)
03-21-2024
No recommended changes.
Tennessee State Library and Archives
03-22-2024
No recommended changes.
Comptroller Audit Review
03-22-2024
We have reviewed RDA 11053 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2024
No recommended changes.
RMD Director
03-26-2024
RDA 11053 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11053.
Public Records Commission
04-24-2024
PRC approves RDA 11053