An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1963
Effective Date
Record Series Abstract
Records include, but are not limited to, files containing documentation of inspections required for bridges throughout the state, including underwater inspection reports, bridge inspection reports, evaluations, load ratings, design notes, design and hydraulic calculations, bridge plans, maps, pictures, bridge maintenance recommendations, correspondence & related documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When Structure is destroyed or replaced.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
After cutoff: Maintain electronic records in FileNet (PDF format) for five (5) years. Then transfer to Tennessee State Library and Archives (TSLA) according to TSLA standards.
Worksheet
Record Location
Electronic format on FileNet that is housed at the STS Data Centers North (901 5th Avenue North, Nashville, TN 37243) and South (92 Weakley Lane, Smyrna, TN 37167)
Mixed media format at James K Polk Bldg, TDOT Structures Division, 505 Deaderick Street, Nashville, TN 37243
Mixed media format at James K Polk Bldg, TDOT Structures Division, 505 Deaderick Street, Nashville, TN 37243
File Arrangement
Alphanumeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Presentation
Paper: Sheet
Paper: Oversized
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Electronic: Presentation
Paper: Sheet
Paper: Book
Paper: Oversized
Film: Other
Date Range
1800's to Current
Agency
Allotment Code
403.71, 74
Annual Accumulation
Electronic = 71GB;
Paper = 33 cubic feet
Paper = 33 cubic feet
Current Volume
Electronic = 530GB;
Paper = 200 cubic feet;
CD's = 250;
DVD's = 100;
Paper = 200 cubic feet;
CD's = 250;
DVD's = 100;
Record Value
Administrative
Historic
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA), US Corps of Engineers, Tennessee Valley Authority (TVA), Contractors, and Consultants, Local Government.
Essential Record
Yes - Original
Essential Record Stored
Electronic format on FileNet that is housed at the STS Data Centers North (901 5th Avenue North, Nashville, TN 37243) and South (92 Weakley Lane, Smyrna, TN 37167)
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
"These records are not confidential but they are protected under 23 USC 409." Records covered by 23 U.S.C. § 409 are not subject to discovery or admissible in evidence, and when produced pursuant to a public records request the records should be so marked.
Media Recommendation Other
Current Format
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Records Center Retention Period
0 Years
Retention Legal Citation
23 U.S.C. § 144, 23 U.S.C. § 409, 23 CFR Part 650, 49 CFR 237.109, 2030 CFR 650 SubPart C AASHTO Bridge Manual 2.3.2.4
Electronic Records Plan Inventory
System Name
Filenet - TDOT Bridge Inspection, TDOT SharePoint
Hardware Description
Strategic Technology Solutions (STS) managed File Server Storage for TDOT is on 4 VMware servers. These servers consist of required compute 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)
02-26-2020
No recommended changes.
Tennessee State Library and Archives
03-12-2020
We are concerned about the Confidential Legal Citation. We assume the burden of marking these records falls on the agency before they are transferred to TSLA, but that is not clear.
Comptroller Audit Review
02-28-2020
We have reviewed RDA 1963 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-08-2020
Director confirmed that the Structures Division is agreeable to adding the Section 409 stamp to the documents prior to transferring them to TSLA.
RMD Director
04-22-2020
RDA 1963 is a request to revise an RDA. The retention shall be permanent. The format will be paper/electronic/film. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1963.
Public Records Commission
05-15-2020
PRC approves RDA 1963