Core Data
RDA Number
2349
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records include but are not limited to: Cumulative files on junkyard control permits; applications (Form DT-1365) for original and renewal permits; copies of permit certificates; field inspection reports (Form DT-1366); copies of receipts for fees and permits; records relating to the certification and licensing of junkyard and automotive dismantler and recycler proposed sites; certification letters; location maps; digital photos; and correspondence between the TN Motor Vehicle Commission and applicants and/or permit holders, including related and other relevant information.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon Junkyard Permit being voided or revoked
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are generated in paper. Once records are received they are scanned. Once records are reviewed for completeness and accuracy paper records are destroyed by state-approved methods. Electronic records are kept permanently.
Worksheet
Record Location
HQ - Nashville, TN; Region 1 - Knoxville, TN ; Region 2 - Chattanooga, TN; Region 3 - Nashville, TN; Region 4 - Memphis, TN
File Arrangement
Numeric by Permit Number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1965 to Current
Agency
Allotment Code
40565
Annual Accumulation
1.5 cu ft./ 1.5 GB
Current Volume
20 cu. ft./ 18 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA)
Essential Record
Yes - Original
Essential Record Stored
HQ - Nashville, TN; Region 1 - Knoxville, TN; Region 2 - Chattanooga, TN; Region 3 - Nashville, TN; Region 4 - Memphis, TN
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
0 years then permanent
Retention Legal Citation
Not required -- business decision between FHWA and TDOT for long-term accessibility of records
Electronic Records Plan Inventory
System Name
P: Drive - Signs\Junkyard Control Permit Files (ECM is FileNet with ongoing process for migrating documents over)
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)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Mon, 09/22/2025
We have reviewed RDA 2349 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 09/23/2025
No recommended changes.
RMD Director
Fri, 09/26/2025
RDA 2349 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2349.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 2349
