An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2394
Effective Date
Record Series Abstract
Records contain but not limited to, Project manuals, plans, specifications, warranties and other documents relating to the construction and/or maintenance of TDOT buildings and structures that may have been acquired through General Services Central Procurement Office or the State Building Commission.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the end of the life of the building or structure.
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain in electronic format in agency for seven (7) years. Paper records are either scanned into electronic format as part of business activities or after cutoff. Once electronic records are verified for accuracy, paper records will be destroyed by state-approved method. At the end of the retention period, electronic records will be destroyed by state-approved method.
Worksheet
Record Location
James K. Polk Bldg., Suite 400 505 Deaderick Street; Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Alpha by County
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Vector Graphics
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Vector Graphics
Paper: Sheet
Paper: Oversized
Date Range
1950 to Current
Agency
Allotment Code
40300
Annual Accumulation
5 cu. ft./1.0 GB
Current Volume
100 cu. ft. /2.4 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA)
Essential Record
Yes - Original
Essential Record Stored
James K. Polk Bldg., Suite 400 505 Deaderick Street; State Records Center; 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
7 Years
Electronic Records Plan Inventory
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.
RDA Comments
Records Management Division (RMD)
03-17-2022
No recommended changes.
Tennessee State Library and Archives
03-31-2022
no recommended changes.
Comptroller Audit Review
04-05-2022
We have reviewed RDA 2394 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2022
No recommended changes.
RMD Director
04-06-2022
RDA 2394 is a request to revise an RDA. The retention period will remain seven years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2394.
Public Records Commission
04-25-2022
PRC approves RDA 2394