An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2162
Effective Date
Record Series Abstract
Records include but are not limited to, LRP maps in paper and electronic formats and photos taken of all State Routes and Interstates as well as those Functional Routes and Local Routes that have Highway Performance Monitoring System (HPMS) samples. The photos are currently in digital/electronic format. Earlier photo formats included 35mm film. The maps and photos are tools to analyze roadways to determine appropriate repairs and changes to sites that would help improve conditions.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After the cutoff date, paper records will be scanned into electronic format and maintained in the agency for ten (10) years. Once electronic records are verified, paper records will be destroyed by the state-approved method. At the end of the retention period, electronic records will be destroyed by the state-approved method.
Worksheet
Record Location
James K. Polk Building Suite 1000 505 Deaderick Street 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: Vector Graphics
Electronic: Other
Paper: Oversized
Film: Other
Media Format Stored
Paper
Other
Media Format Stored Summary
Electronic: Vector Graphics
Paper: Oversized
Date Range
2008 to Current
Agency
Allotment Code
40300
Annual Accumulation
3512 GB/1.5 cu. ft.
Current Volume
41 TB/45 cu. ft.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Attorney General
Essential Record
Yes - Original
Essential Record Stored
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
10 years
Records Center Retention Period
N/A
Electronic Records Plan Inventory
System Name
Enhanced Tennessee Roadway Information Management System (ETRIMS)
Hardware Description
The data for ETRIMS is stored in TDOT's Database running on physical servers.
Software Description
The 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
TDOT managed data.
RDA Comments
Records Management Division (RMD)
08-04-2022
No recommended changes.
Tennessee State Library and Archives
08-18-2022
No recommended changes
Comptroller Audit Review
08-04-2022
We have reviewed RDA 2162 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-19-2022
No recommended changes
RMD Director
08-26-2022
RDA 2162 is a request to revise an RDA. The retention period will remain ten years and then destroy. The format will be paper/electronic/film. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2162.
Public Records Commission
10-05-2022
PRC approves RDA 2162.