An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11416
Effective Date
Record Series Abstract
Records include but not limited to, Maintenance Management System Daily Work Reports (DWR) and associated work requests pertaining to general facility maintenance, road maintenance, inspections, and associated work performed by work crews which include descriptions of equipment utilized, personnel resources, and material totals.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
After cutoff, maintain in electronic format in agency for five (5) years then permanent. Any paper generated as part of business processes will be scanned into electronic format and once verified, paper will be destroyed by state approved method. Electronic records are expected to be maintained on an Enterprise Content Management (ECM) System in accordance with Strategic Technology Solutions (STS) standards for permanent retention.
Worksheet
Record Location
James K. Polk Bldg., Suite 400 505 Deaderick Street; TDOT Region 1 Office 7345 Region Lane Knoxville, TN 37914; TDOT Region 2 Office 7512 Volkswagen Dr. Chattanooga, TN 37421; TDOT Region 3 Office 6601 Centennial Blvd. Nashville, TN 37209; TDOT Region 4 Office 300 Benchmark Place Jackson, TN 38301; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Date
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Date Range
2005 to Current
Agency
Allotment Code
40300
Annual Accumulation
3 cu. ft. / 1 GB
Current Volume
13 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA) and Federal Emergency Management Agency (FEMA)
Essential Record
Yes - Original
Essential Record Stored
Strategic Technology Solutions (STS) North and South Data Centers
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years then permanent
Electronic Records Plan Inventory
System Name
Maintenance Management System (MMS) -- (Future system in development to meet ECM requirements)
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 application managed by STS.
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)
01-27-2022
No recommended changes.
Tennessee State Library and Archives
02-02-2022
No recommended changes.
Comptroller Audit Review
01-28-2022
We have reviewed RDA 11416 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-10-2022
No recommended changes.
RMD Director
03-21-2022
RDA 11416 is a request to create a new RDA. The retention period will be five years and Permanent. The format will be paper/electronic. Recommend approval of the request to create RDA 11416.
Public Records Commission
04-25-2022
PRC approves RDA 11416