An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2361
Effective Date
Record Series Abstract
Records include but not limited to, Documents relating to hearing process including notices of violations, denials, letters of revocation of outdoor advertising permits, field reports, motions, pleadings, official notifications of charges, findings and appeals, and correspondence with applicants.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon closure of case
Total Retention Years
20
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
After cutoff, records will be maintained in paper format in agency for twenty (20) years, then scan into electronic format and retain permanently in agency on Enterprise Content Management (ECM) system in accordance with Strategic Technology Solutions (STS) permanent retention standards. Prior to cutoff, portions of active paper records, in support of business activities, will be scanned (where practicable) into electronic format and maintained in agency per STS standards. Once electronic versions are verified, paper records will be destroyed by state-approved method.
Worksheet
Record Location
James K. Polk Bldg., Suite 400 505 Deaderick St. Nashville, TN 37243; Region 1 - 7345 Region Lane Knoxville, TN 37914; Region 2 - 7512 Volkswagen Dr. Chattanooga, TN 37416; Region 3 - 6601 Centennial Blvd. Nashville, TN 37209; Region 4 - 300 Benchmark Place Jackson, TN 38301; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Alpha by sign owner then numeric by county
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1965 to
Agency
Allotment Code
40565
Annual Accumulation
3 cu. ft. / 1 GB
Current Volume
67 cu. ft. / 9 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA)
Essential Record
Yes - Original
Essential Record Stored
James K. Polk Bldg., Suite 400 505 Deaderick St. Nashville, TN 37243; Region 1 - 7345 Region Lane Knoxville, TN 37914; Region 2 - 7512 Volkswagen Dr. Chattanooga, TN 37416; Region 3 - 6601 Centennial Blvd. Nashville, TN 37209; Region 4 - 300 Benchmark Place Jackson, TN 38301; 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
20 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\Outdoor Advertising Administration Hearings (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)
08-26-2021
No recommended changes.
Tennessee State Library and Archives
09-02-2021
No recommended changes.
Comptroller Audit Review
09-07-2021
We have reviewed RDA 2361 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2021
No recommended changes.
RMD Director
09-15-2021
RDA 2361 is a request to revise an RDA. The retention period will remain twenty years and then permanent. The format will be paper/electronic. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2361.
Public Records Commission
10-25-2021
PRC approves RDA 2361.