An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2577
Effective Date
Record Series Abstract
Records include but not limited to, Airport inspection Reports which contain inspection notes documenting state required and recommended corrections for remediation and compliance to include airport license applications, digital inspection photos, copies of airport licenses issued by Aeronautics Division Director and Commissioner of Transportation and related correspondence such as corrective actions and applicable follow-up inspections.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
40
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain records in electronic format in agency for forty (40) years. Electronic files will be maintained on a Strategic Technology Solutions (STS) managed Enterprise Content Management (ECM) server in accordance with STS retention standards. At the end of the retention period, electronic records will be destroyed by state-approved method.
Worksheet
Record Location
7335 Centennial Blvd., Nashville, TN 37209 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Alpha by city
Media Format Generated
Electronic
Other
Media Format Generated Summary
Electronic: Text
Electronic: Other
Media Format Stored
Electronic
Other
Media Format Stored Summary
Electronic: Text
Electronic: Other
Date Range
1998 to Current
Agency
Allotment Code
40100
Annual Accumulation
2 GB
Current Volume
60 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
7335 Centennial Blvd., Nashville, TN 37209 and 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
40 years
Electronic Records Plan Inventory
System Name
FileNet - Airport Inspection Files
Hardware Description
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 (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
Strategic Technology Solutions (STS) LanCentral manages Agency Data.
RDA Comments
Records Management Division (RMD)
01-14-2021
No recommended changes.
Tennessee State Library and Archives
01-20-2021
No recommended changes.
Comptroller Audit Review
01-21-2021
We have reviewed RDA 2577 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-25-2021
No recommended changes.
RMD Director
01-26-2021
RDA 2577 is a request to revise an RDA. The retention period will remain forty years and destroy. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2577.
Public Records Commission
05-04-2021
PRC approves RDA 2577