An official website of the Tennessee Secretary of State.
Core Data
RDA Number
837
Effective Date
Record Series Abstract
Records include but not limited to, Federal Authorization, Certification, Acceptance (form CA-5), Preliminary Engineering Authorization documentation, Executed contracts, Put to work letter, Concurrence letter, Supplemental contracts, Financial documents, Completion notice, Project correspondence and Easement documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When project closes.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, paper records will be scanned into electronic format and maintained in agency for the remainder of the retention period of ten (10) years. Paper records will be destroyed by state approved method once electronic versions are verified. At the end of the retention period, electronic records will be destroyed by state approved method.
Worksheet
Record Location
James K. Polk Bldg., Suite 600 505 Deaderick St. Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2000 to Current
Agency
Allotment Code
40300
Annual Accumulation
2 cu. Ft./2 GB
Current Volume
22 cu. Ft./29 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Transportation (USDOT)
Essential Record
No
Essential Record Stored
N/A
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
N/A
Electronic Records Plan Inventory
System Name
Integrated Right-of-Way Information System (IRIS) on JJ01SDCWW00088
Hardware Description
Strategic Technology Solutions (STS) managed File Server Storage for TDOT is on Quad 2.10 GHz Intel Xeon Platinum 8160M (Virtual). 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 (92 Weakley Lane, Smyrna, TN 37167) 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)
12-07-2020
No recommended changes.
Tennessee State Library and Archives
01-07-2021
No recommended changes.
Comptroller Audit Review
01-07-2021
We have reviewed RDA 837 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-13-2021
No recommended changes.
RMD Director
01-20-2021
RDA 837 is a request to revise an RDA. The retention period will remain ten years and destroy and the format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 837.
Public Records Commission
05-04-2021
PRC approves RDA 837