An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11026
Effective Date
Record Series Abstract
Records include but not limited to, records regarding Federal Grants including: Applications (TEAM, Agency), Contracts, Invoices, Asset Documentation, Monitoring Documentation (Financial Statements, Audit Reports, etc) and Correspondence. Programs included are: 5303, 5304, 5339, 5309, State of Good Repair, 5310, 5311, 5316 (3037), & 5317. These grant programs can last many years if purchased grant assets, such as equipment or buildings, are still in use. The cutoff period will not begin until the last asset is disposed, replaced, or transferred.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The latter of either: the final Federal Financial Report (FFR) of the grant or the last disposal, replacement, or transfer date of all reportable assets purchased under the grant.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
All records are received and processed electronically, except in paper format for asset documentation items, titles, and asset processing backup information. After the cutoff, electronic records are retained in the agency for five (5) years on Filenet and then destroyed using a State-approved method. Paper records are kept in the agency for five years after the cutoff and then destroyed using a State-approved method.
Worksheet
Record Location
James K Polk, Suite 1200, 505 Deaderick Street Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Alpha Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Date Range
2010 to current
Agency
Allotment Code
405.42
Annual Accumulation
2 cu ft., 1 gigabyte
Current Volume
20 cu ft., 10 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Transit Administration
Essential Record
No
Confidential
No
Confidential Legal Citation
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
0
Retention Legal Citation
2 C.F.R. § 200.334
Electronic Records Plan Inventory
System Name
FileNet
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)
03-21-2024
No recommended changes.
Tennessee State Library and Archives
03-22-2024
No recommended changes.
Comptroller Audit Review
03-22-2024
We have reviewed RDA 11026 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-25-2024
No recommended changes.
RMD Director
03-26-2024
RDA 11026 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11026.
Public Records Commission
04-24-2024
PRC approves RDA 11026