An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11407
Effective Date
Record Series Abstract
Records include but not limited to, city boundary data from the City Regional Planning Commission and/or city official office containing ordinance to annex territory letters - approved and denied. Records include maps used to identify city boundaries and zoning information. These records are considered to be of historic value to the Tennessee Department of Transportation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon final approval or denial of annexation
Total Retention Years
10
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records will be transferred to Library & Archives in either paper or electronic format, according to instructions from Library & Archives. After cutoff, paper records will be scanned into electronic format. Once verified for accuracy, paper records will be destroyed by state-approved method, unless requested by Library & Archives. All paper records will eventually be scanned into electronic format as soon as practical. Records will be maintained in electronic format in the agency permanently on an Enterprise Content Management (ECM) server in accordance with Strategic Technology Solution (STS) standards for permanent retention.
Worksheet
Record Location
James K. Polk Bldg., Suite 1000 505 Deaderick St. Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
City
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Other
Paper: Sheet
Paper: Oversized
Date Range
1930 to Current
Agency
Allotment Code
40500
Annual Accumulation
1 cu. ft.
Current Volume
15 cu. ft.
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
James K. Polk Bldg., Suite 1000 505 Deaderick St. Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 Years
Electronic Records Plan Inventory
System Name
SharePoint - RDA 11392 Data_Road Inv. Office (ECM is SharePoint; site has been created for this record series)
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)
04-08-2021
No recommended changes upon Library & Archives approval.
Tennessee State Library and Archives
04-08-2021
These records should be transferred to TSLA at the end of the retention period. If of historic value, TSLA is better suited to make these records available for research.
Comptroller Audit Review
04-09-2021
We have reviewed RDA 11407 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-09-2021
Agency will coordinate transfer of historic records to TSLA as instructed.
RMD Director
04-14-2021
RDA 11407 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of the request to create RDA 11407 with the following changes:
Disposition Notes: Records will be transferred to Library & Archives in either paper or electronic format, according to instructions from Library & Archives. After cutoff, paper records will be scanned into electronic format. Once verified for accuracy, paper records will be destroyed by state-approved method, unless requested by Library & Archives. All paper records will eventually be scanned into electronic format as soon as practical. Records will be maintained in electronic format in the agency permanently on an Enterprise Content Management (ECM) server in accordance with Strategic Technology Solution (STS) standards for permanent retention.
Public Records Commission
05-04-2021
PRC approves RDA 11407 with following changes:
Disposition Notes: Records will be transferred to Library & Archives in either paper or electronic format, according to instructions from Library & Archives. After cutoff, paper records will be scanned into electronic format. Once verified for accuracy, paper records will be destroyed by state-approved method, unless requested by Library & Archives. All paper records will eventually be scanned into electronic format as soon as practical. Records will be maintained in electronic format in the agency permanently on an Enterprise Content Management (ECM) server in accordance with Strategic Technology Solution (STS) standards for permanent retention.