An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2073
Effective Date
Record Series Abstract
Records include but are not limited to documents relating to Pavement Design projects processed through the Pavement Design Office of the Roadway Design Division. The Pavement Design records will include the following: Pavement Design Request Form, Traffic, Soils & Field Data, Pavement Design, and related correspondence (emails, letters, and scanned copies of designer notes) and other related documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Until Structure is destroyed or replaced.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After Cut-off, electronic files are maintained in the agency for five years. When the retention period has expired, electronic files are destroyed by state-approved methods.
Worksheet
Record Location
Roadway Design Division, Suite 1200, James K. Polk Building Nashville, TN 37243
File Arrangement
Other
Media Format Generated
Electronic
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
1917 to Current
Agency
Allotment Code
4036380000
Annual Accumulation
4 GB
Current Volume
686 GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration & Consultant Engineers (When Requested)
Essential Record
No
Essential Record Stored
Filenet
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Filenet - TDOT Roadway Design
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 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)
07-27-2023
No recommended changes.
Tennessee State Library and Archives
07-27-2023
No recommended changes.
Comptroller Audit Review
07-28-2023
We have reviewed RDA 2073 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-01-2023
No recommended changes.
RMD Director
08-15-2023
RDA 2073 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 2073.
Public Records Commission
09-28-2023
PRC approves RDA 2073.