An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1969
Effective Date
Record Series Abstract
Records include but not limited to, computer generated report of billing vouchers, detailed billing reports, and billing tape listings annotated with notes regarding federal reports and file corrections in Edison. Reports are generated on a weekly basis with backup sent to the Federal Highway Administration (FHWA).
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
12
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off, maintain electronic records in agency for twelve (12) years. At the end of the retention period, records will be destroyed by state approved methods. Older reports that were kept in paper format are maintained in agency for twelve (12) years. At the end of the retention period, paper records will be destroyed by state approved methods.
Worksheet
Record Location
James K. Polk Bldg., Suite 800 Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Date (First Business Day of the Week)
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1988 to Current
Agency
Allotment Code
40200
Annual Accumulation
0.5 GB
Current Volume
20 cu. ft. / 6 GB
Record Value
Administrative
Fiscal
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 800 Nashville, TN 37243; 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
12 Years
Electronic Records Plan Inventory
System Name
K:\ACCOUNTS\FHWA\Edison Current Bills
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 (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)
03-25-2021
No recommended changes.
Tennessee State Library and Archives
03-30-2021
No recommended changes.
Comptroller Audit Review
03-26-2021
We have reviewed RDA 1969 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-06-2021
No recommended changes.
RMD Director
04-12-2021
RDA 1969 is a request to revise and RDA. The retention period will remain twelve 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 1969.
Public Records Commission
05-04-2021
PRC approves RDA 1969