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County Maintenance Files

RDA Number
Effective Date
Record Series Abstract
Records contain but not limited to, General files for county specific maintenance activities, contracts, agreements, project information, copies of invoices or records of payment, project completion notices, correspondence and other maintenance documentation.
Record Series Active
Cut Off at End of
If Other, Explain
Cut off at the end of each project.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
After cutoff, paper records will be scanned into electronic format and maintained in the agency for the remainder of the retention period of seven (7) years. Paper records will be destroyed by a state approved method once electronic versions are verified. At the end of the retention period, electronic records will be destroyed by state approved method. Agreements of Interagency Responsibilities and other contractual obligations of TDOT Maintenance Files in this records series will be extracted and stored electronically in agency RDA for County Maintenance Files (Perpetual) for permanent retention.
Record Location
James K. Polk Bldg., Suite 400 505 Deaderick Street Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
By County
Media Format Generated
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Paper: Sheet
Date Range
1988 to Current
Allotment Code
Annual Accumulation
1 cu. ft. / .3 GB
Current Volume
24 cu. ft. / .5 GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Confidential Legal Citation
Tenn. Code Ann. § 10-7-504
Does this Record Series Contain Sensitive Information?
Agency Retention
7 Years
System Name
TDOT Shared Drives/SharePoint
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2395 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 2395 is a request to revise an RDA. The retention period will remain seven 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 2395.
Public Records Commission
PRC approves RDA 2395