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State Safety Oversight (SSO) Program

RDA Number
Effective Date
Record Series Abstract
This record series contains all files related to the SSO Rail Fixed Guideway Program for the state of Tennessee. These records cover the two (2) agencies that TDOT oversees in its capacity as the State Safety Oversight Agency (SSOA). The agencies covered are the Chattanooga Area Regional Transportation Authority (CARTA) and the Memphis Area Transit Authority (MATA). The records included in this series are organized by year for each agency. The recrds include accident/incident reports, agency internal audit records,monthly reports, yearly elements review, TDOT inspection reports, yearly emergency exercise information, Board meeting and saftey and security meeting information. This series also contains records for the SSOA that include SSOA Annual meeting information,SSO Annual FTA submission materials, and FTA Triennial Audit materials.
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
After cutoff, maintain in agency for 9 years; then destroy by state-approved method.
Allotment Code
Record Location
505 Deaderick Street, Suite 1800 Nashville, TN 37243
File Arrangement
Alphabetical by agency name; then chronological
Date Range
Annual Accumulation
160 MB
Current Volume
800 MB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Federal Transit Administration (FTA)
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
Records Center Retention Period
System Name
State Safety Oversight (SSO) Program [JJ05068 (F:\\)] and JJ01SDCWB00003 [SharePoint Site TBD]
Hardware Description
The State Safety Oversight (SSO) Program Files are on located on Shared Drives and then inactive files are transferred to the SharePoint site on servers at the State of TN Enterprise VMWare farm OIR's South Datacenter (SDC) in Smyrna, TN. The VMWare farm physically resides and runs on a series of HP DL580 Class Servers.
Software Description
The State Safety Oversight (SSO) Files are on located on Shared Drives and then inactive files are transferred to the SharePoint site located at the State of TN Enterprise VMWare farm OIR's South Datacenter (SDC) in Smyrna, TN. The VMWare Farm runs on the current level of VMWare ESX Server which is 4.1, and all TDOT virtual servers are running Microsoft Server 2008 R2 as an operating system. SharePoint currently operates using SharePoint Server 2013 Enterprise. Version June 2013 15.0.4517.1005 CU
System Location
OIR's South Data Center, located in Smyrna Tennessee, hosts the servers that will be utilized for the storage to comply with both the Statewide and TDOT Electronic Records Policy.
Backup Procedures
OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR's South Data Center is to mirror the information at OIR's North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766
Disaster Recovery
OIR 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 OIR's North Data Center for both operations and data. If both OIR's South Data Center and OIR'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 the offline tape backups stored with the current vendor: Iron Mountain Incorporated.
Data Migration Description
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the TDOT Records Officer and the TDOT IT Director in accordance with the Section 3 of the TDOT ERP. Additionally, the TDOT IT Director will provide information and guidance to the TDOT Records Officer at the time of discovery regarding functional and operational performance of software and hardware that will change the status of file formats from Current to Twilight or Obsolete. The annual review process of file formats status and the level of in those file formats confidence, with regards to specific RDA retention requirements, will result in the generation of a File Type Confidence Report. Time for measuring the required three year limit for migration completion of affected data will begin at the time of discovery of the file format status change to Twilight or Obsolete, even if it is outside the annual review where it is reported with time remaining. The TDOT IT Director will advise and develop a solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. This may include translation of the data to a Current file format, conversion to an acceptable Current File format to preserve the integrity of the information of the data, or movement of the data to a legacy architecture that maintains the environment where the file format is considered Current as long as this effort has full functional and operational support.
Legacy Revision UUID