Record Series Abstract
Records include but not limited to, 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 photo's are currently in digital/electronic format. Earlier photos formats included 35mm film. These photos are used to analyze roadways in order to determine applicable repairs and/or changes to sites that would help improve conditions.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
After cutoff, maintain in electronic format in agency for ten (10) years. At the end of the retention period, electronic records will be destroyed by state-approved method. Film is no longer produced.
James K. Polk Building Suite 1000 505 Deaderick Street Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers.
Media Format Generated
Media Format Generated Summary
Media Format Stored
2010 to Current
Information Shared Outside the State
Yes - Original
Essential Record Stored
Strategic Technology Solutions (STS) North and South Data Centers.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
Enhanced Tennessee Roadway Information Management System (ETRIMS)
The data for ETRIMS is stored in TDOT's Database running on physical servers.
The servers run the current version for virus protection. Avamar is the Enterprise backup solution.
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.
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.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
TSLA would like to see more examples of these records. There could be historical documentary reasons to retain these photographs.
Comptroller Audit Review
We have reviewed RDA 2162 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes. Records Officer will provide additional record series photo samples per TSLA's request.
RDA 2162 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be electronic/film. The Abstract, Disposition Notes, and Worksheet have been updated. Library & Archives has indicated that, upon review, these records are not needed to be kept permanently for historical purposes. Recommend approval of the request to revise RDA 2162.