An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10147
Effective Date
Record Series Abstract
Records include but not limited to, Overdimensional & Overweight permits issued to trucking companies transporting cargo through Tennessee in accordance with TCA Codes 55-4 403, 55-7 201, 202, 203, 205, 209 and Rules and Regulations 1680-07-01. Records also include Interagency Agreements, Route Surveys, and associated correspondence.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain in electronic format in agency for six (6) years. At the end of the retention period, records will be destroyed by state approved method.
Worksheet
Record Location
James K. Polk Building, Suite 800 505 Deaderick Street Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Chronological
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2008 to Current
Agency
Allotment Code
40220
Annual Accumulation
10 GB
Current Volume
100 GB
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
US Department of Transportation (USDOT)
Essential Record
Yes - Original
Essential Record Stored
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
6 years
Records Center Retention Period
None
Electronic Records Plan Inventory
System Name
Tennessee Transport Route Integrated Permitting System (TNTRIPS)
Hardware Description
The data for TNTRIPS is stored in TDOT’s Database running on physical servers and on the STS managed Enterprise NAS solution.
Software Description
These servers run on a server. 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
TDOT managed data
RDA Comments
Records Management Division (RMD)
08-12-2021
No recommended changes.
Tennessee State Library and Archives
09-02-2021
No recommended changes.
Comptroller Audit Review
09-07-2021
We have reviewed RDA 10147 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2021
No recommended changes.
RMD Director
09-20-2021
RDA 10147 is a request to revise an RDA. The retention period will change from five years to six years and destroy. The format will remain electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 10147.
Public Records Commission
10-25-2021
PRC approves RDA 10147.