An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1978
Effective Date
Record Series Abstract
Records include but not limited to, records related to external audits of projects for utilities, railroads, and engineering consultants by TDOT Finance Division. Files are divided into two audit types: Desk and Site audits. Files consist of audit certificates, compliance documents, and cost comparisons.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After final payment is made to contractor and project is closed.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off, maintain paper and electronic records in agency for ten (10) years. Paper was generated until 2019. At the end of the retention period, 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
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
1992 to Current
Agency
Allotment Code
40200
Annual Accumulation
2.5 GB
Current Volume
50 cu. ft. / 22 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 Field offices also have paper copy of contracts.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10 Years
Electronic Records Plan Inventory
System Name
P:\EXAUDIT and P:\GRANTS
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
03-26-2021
No recommended changes.
Comptroller Audit Review
03-26-2021
We have reviewed RDA 1978 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-29-2021
No recommended changes.
RMD Director
03-31-2021
RDA 1978 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic, transitioning to just electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1978.
Public Records Commission
05-04-2021
PRC approves RDA 1978