An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11418
Effective Date
Record Series Abstract
Records include but not limited to, statewide listing of transportation projects, covering a period of four years, that is consistent with the state's 25-year long-range transportation plan and the metropolitan transportation plans for which TDOT intends to provide funding. STIP includes state and local roadway, bridge, pedestrian, safety and public transportation (transit) projects documentation. This includes the use of the agency managed Interactive Tennessee Road Improvement Program (iTRIP) -- public-facing application containing information on roadway projects across the state. Future application, Electronic State Transportation Improvement Program (eSTIP), containing STIP information and transit documentation to be implemented by 2023.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After closed voucher
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain in agency in electronic format for five (5) years. At the end of the retention period, records will be destroyed by state approved method. Paper record holdings will be scanned into electronic format and once verified, paper will be destroyed by state approved method.
Worksheet
Record Location
James K. Polk Building, Suite 600 505 Deaderick St. Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
County or Region
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
2017 to Current
Agency
Allotment Code
40300
Annual Accumulation
4 GB
Current Volume
18 cu. ft. / 18 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA) and Federal Transit Administration (FTA)
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Electronic Records Plan Inventory
System Name
P:\\ag03sdcwf00008\13Shared\SPROGDEV\STIP DATABASES
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 to include TDOT’s Oracle Enterprise Database running on physical servers.
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 11418 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2022
No recommended changes.
RMD Director
04-11-2022
RDA 11418 is a request to create an RDA. The retention period will be five years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11418.
Public Records Commission
04-25-2022
PRC approves RDA 11418