An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11389
Effective Date
Record Series Abstract
Records include but not limited to, final versions of cover letters, final survey instruments, final reports along with associated appendices, final databases which includes spreadsheets, contact lists for partners and elected officials, meeting summaries, reference material and correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After consultant's final report.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain records in electronic format in agency ten (10) years then destroy records by state-approved method.
Worksheet
Record Location
James K. Polk Bldg, Suite 300
505 Deaderick St., Nashville, TN 37243
and Strategic Technology Solutions (STS) North and South Data Centers.
505 Deaderick St., Nashville, TN 37243
and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Survey Year
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Presentation
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Presentation
Date Range
2008 to Current
Agency
Allotment Code
40100
Annual Accumulation
72 MB
Current Volume
860 MB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
P: drive TDOT Customer Surveys
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)
09-03-2020
No recommended changes.
Tennessee State Library and Archives
09-04-2020
No recommended changes.
Comptroller Audit Review
09-08-2020
We have reviewed RDA 11389 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2020
No recommended changes.
RMD Director
09-09-2020
RDA 11389 is a request to create an RDA. The retention period will be ten years and destroy. The format will be electronic. Recommend approval of the request to create RDA 11389.
Public Records Commission
09-21-2020
PRC approves RDA 11389