An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1972
Effective Date
Record Series Abstract
Records include but not limited to, documents relating to road construction contracts; includes original contract books (notice of work order), original change orders, activity reports, engineer estimates, revised estimates, supplemental agreements, correspondence and related documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After Final Payment. For Federally funded projects, closure means TDOT receives final payment from Federal Highway Administration (FHWA).
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off maintain paper records in agency for one (1) year, then transfer to State Records Center for nine (9) years. Federally funded records will be maintained in agency until the project is closed with FHWA. At the end of the retention period, paper records will be destroyed by state approved methods. Electronic records will be maintained in agency for ten (10) years. At the end of the retention period, electronic 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
Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1984 to Current
Agency
Allotment Code
40200
Annual Accumulation
20 cu. ft. / 3 GB
Current Volume
120 cu. ft. / 44 GB
Record Value
Administrative
Fiscal
Legal
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; Field offices also have paper copy of contracts.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 Year paper; 10 Years electronic
Records Center Retention Period
9 Years paper
Electronic Records Plan Inventory
System Name
Site Manager - Pay Estimates
Hardware Description
The data for Site Manager is stored in TDOT’s database running on physical servers.
Software Description
These servers run the current version 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 1972 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-06-2021
No recommended changes.
RMD Director
04-06-2021
RDA 1972 is a request to revise an RDA. The retention period will remain ten 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 1972.
Public Records Commission
05-04-2021
PRC approves RDA 1972