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Federal Aid Project Files

RDA Number
Effective Date
Record Series Abstract
Records include but not limited to, documents relating to projects funded by the Federal Highway Administration (FHWA). Includes proposals, reports, summaries, and the following forms: (US-1) Request to fund project; (POFA-5) FHWA Project Authorization Form; (PR-2) Verifies amount of funds that will be spent on the project; (PR-2A) Indicates additional funds needed for the project; (FMIS-Federal Management Information System).
Record Series Active
Cut Off at End of
If Other, Explain
After the final bill is paid, the Project and financial reporting is complete, and the Project is closed in FMIS.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
After cutoff, maintain in agency for five (5) years in paper and electronic format. At the end of the five (5) year retention the paper records are to be destroyed after confirmation that the records have been successfully converted to electronic format. Electronic records shall be maintained in agency five (5) years and then permanent. Agency shall maintain paper and microfilm records permanent in agency or at the state records center unless converted to electronic format.
Record Location
James K. Polk Bldg. Suite 600 505 Deaderick St. Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Alpha-Numeric by project number.
Media Format Generated
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Film: Microfilm
Date Range
1975 to Current
Allotment Code
Annual Accumulation
18 cu. ft., 20 GB
Current Volume
600 cu. ft., 450 microfilm rolls, 100 GB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Federal Highway Administration (FHWA)
Essential Record
Yes - Original
Essential Record Stored
Electronic Records are maintained in agency on servers. Paper and microfilm are stored in agency or sent to the state records center
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
System Name
\\tdot05nas001\TDOT-RDA2918 by Federal Aid Project Number, TDOT SharePoint
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 2918 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 2918 is a request to revise an RDA. The retention period will remain 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 2918.
Public Records Commission
PRC approves RDA 2918