State flag of Tennessee An official website of the Tennessee Secretary of State.

Port Files

RDA Number
Effective Date
Record Series Abstract
Documents relating to the Tennessee Ports and include Operator contracts, By-laws, rehabilitation/construction and engineering contracts, amendments, change orders, supplemental agreements, correspondences, inspection letters, annual operator's reports, audit reports, budget allocation letters, 587s, invoice files, termination extension letters, RFPs, port studies, and state audits.
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Maintain in-agency five (5) years. Then destroy by state-approved methods.
Record Location
505 Deaderick Street Suite 1800 J.K. Polk Bldg. Nashville, TN 37243
File Arrangement
Media Format Generated
Date Range
2008 - current
Allotment Code
Annual Accumulation
1.0 cu. ft. 2 gigs
Current Volume
8 cu. ft. 16 gigs
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
United States Port Authorities
Essential Record
Yes - Duplicate
Essential Record Stored
505 Deaderick Street Suite 1800 J.K. Polk Bldg.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
five (5) years
Records Center Retention Period
System Name
Port Files K:\\MultiModal and JJ01SDCWB00003 [SharePoint Site TBD]
Hardware Description
The active Port Files are on located on Shared Drives and then inactive files are transferred to the SharePoint site on servers at the State of TN Enterprise VMWare farm OIR's South Datacenter (SDC) in Smyrna, TN. The VMWare farm physically resides and runs on a series of HP DL580 Class Servers.
Software Description
The active Port Files are on located on Shared Drives and then inactive files are transferred to the SharePoint site located at the State of TN Enterprise VMWare farm OIR's South Datacenter (SDC) in Smyrna, TN. The VMWare Farm runs on the current level of VMWare ESX Server which is 4.1, and all TDOT virtual servers are running Microsoft Server 2008 R2 as an operating system. SharePoint currently operates using SharePoint Server 2013 Enterprise. Version June 2013 15.0.4517.1005 CU
System Location
OIR's South Data Center, located in Smyrna Tennessee, hosts the servers that will be utilized for the storage to comply with both the Statewide and TDOT Electronic Records Policy.
Backup Procedures
OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR's South Data Center is to mirror the information at OIR's North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766
Disaster Recovery
OIR 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 OIR's North Data Center for both operations and data. If both OIR's South Data Center and OIR'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 the offline tape backups stored with the current vendor: Iron Mountain Incorporated.
Data Migration Description
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the TDOT Records Officer and the TDOT IT Director in accordance with the Section 3 of the TDOT ERP. Additionally, the TDOT IT Director will provide information and guidance to the TDOT Records Officer at the time of discovery regarding functional and operational performance of software and hardware that will change the status of file formats from Current to Twilight or Obsolete. The annual review process of file formats status and the level of in those file formats confidence, with regards to specific RDA retention requirements, will result in the generation of a File Type Confidence Report. Time for measuring the required three year limit for migration completion of affected data will begin at the time of discovery of the file format status change to Twilight or Obsolete, even if it is outside the annual review where it is reported with time remaining. The TDOT IT Director will advise and develop a solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. This may include translation of the data to a Current file format, conversion to an acceptable Current File format to preserve the integrity of the information of the data, or movement of the data to a legacy architecture that maintains the environment where the file format is considered Current as long as this effort has full functional and operational support.
Records Management Division (RMD)
Media format stored indicates that record is kept in Paper/Electronic/Film, there is no indication of film in annual accumulation and current volume. Please state the Legal Citation in the appropriate area.
Tennessee State Library and Archives
TSLA concurs with RMD comments.
Comptroller Audit Review
State Audit concurs with RMD comments.
Agency Records Officer
There are no records stored in film or fiche format. The wrong media format was selected from the drop down menu for the \"Media Format Stored\" field. The legal citation is 23CFR 710.201 and was inadvertantly left out of the field when this RDA was saved and submitted. No other recommended changes.
RMD Director
RDA 2369 is a request to revise the RDA. The Title will change from Port Studies to Port Files. The retention period will decrease from seven years to five years. The format will be either paper or electronic. Abstract updated as well. Recommend approval of RDA 2369 with the following changes: Media Format Stored: Paper/electronic Legal Citation: 23CFR 710.201
Public Records Commission
PRC approved RDA 2369 with the following changes: Media Format Stored: Paper/electronic Legal Citation: 23CFR 710.201