An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11428
Effective Date
Record Series Abstract
Records include but not limited to, GPS state vehicle tracking and equipment monitoring data maintained by Samsara Inc. Vehicle Telematics services in accordance with Statewide Contract (SWC) 195 - Telematics Hardware, Services, and Accessories Usage Instructions. Real-time data is available to registered agency users via the company's website (dashboard) and recorded archived data is available upon request. Users can track vehicle and equipment analytics such as speed reports, start/stop times, and idle running times. For a monthly service fee, these services come with 24/7 technical support and associated installation, demonstration and training on how to use the dashboard.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When vehicle or equipment is not operating
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, records will be kept in electronic format for 5 years. Once records reach their retention period records will be disposed of by the contracted vendor.
Worksheet
Record Location
(Samsara Cloud) -- Samsara HQ 350 Rhode Island St. 4th Floor, South Building San Francisco, CA 94103 (TEL: 415-985-2400); website: https://www.samsara.com
File Arrangement
Date
Media Format Generated
Electronic
Other
Media Format Generated Summary
Electronic: Text
Electronic: Other
Media Format Stored
Electronic
Other
Media Format Stored Summary
Electronic: Text
Electronic: Other
Date Range
2022 to Current
Agency
Allotment Code
40300
Annual Accumulation
N/A
Current Volume
N/A
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
N/A
Electronic Records Plan Inventory
System Name
Vehicle Gateway -- Samsara Cloud
Hardware Description
The Vehicle Gateway hub installed on vehicles and equipment provides GPS tracking with high-speed 4G LTE connectivity with wireless sensors, data security encryption (military grade), and backup battery with tamper detection and associated cables and accessories. Hardware is plug-and-play, intuitive, modern, and easy to deploy.
Software Description
Cloud-hosted software with firmware upgrades, over-the-air updates and built in feedback. Dashboard and maps application supported by internet browsers.
System Location
Samsara Cloud
Backup Procedures
Samsara Cloud
Disaster Recovery
Samsara Cloud
Data Migration Description
Samsara Cloud
RDA Comments
Records Management Division (RMD)
06-09-2022
No recommended changes.
Tennessee State Library and Archives
06-29-2022
No recommended changes.
Comptroller Audit Review
07-04-2022
We have reviewed RDA 11428 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-25-2022
No recommended changes.
RMD Director
07-25-2022
RDA 11428 is a request to create an RDA. The retention period will be five years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11428.
Public Records Commission
10-05-2022
PRC approves RDA 11428.