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Photologs of Tennessee Highways and Interstates

RDA Number
2162
Effective Date
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
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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.
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
Media Format Generated Summary
Electronic: Other
Film: Other
Media Format Stored
Other
Date Range
2010 to Current
Allotment Code
40300
Annual Accumulation
3512 GB
Current Volume
41 TB
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
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.
Records Management Division (RMD)
12-03-2020
No recommended changes.
Tennessee State Library and Archives
01-07-2021
TSLA would like to see more examples of these records. There could be historical documentary reasons to retain these photographs.
Comptroller Audit Review
12-09-2020
We have reviewed RDA 2162 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-08-2021
No recommended changes. Records Officer will provide additional record series photo samples per TSLA's request.
RMD Director
03-17-2021
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.
Public Records Commission
05-04-2021
PRC approves RDA 2162