Record Series Abstract
Records include but not limited to, Railroad documentation CA5, engineering development, estimates of cost, contract (NOT conveying property rights), project development approvals, correspondence, financial, or completion notifications), which are terminated in time, and not perpetual.
Record Series Active
Cut Off at End of
If Other, Explain
When project closes.
Total Retention Years
Total Retention Months
Retention End Action
After cutoff, paper records will be scanned into electronic format and maintained in agency for the remainder of the retention period of ten (10) years. Paper records will be destroyed by state approved method once electronic versions are verified. At the end of the retention period, electronic records will be destroyed by state approved method. Project documents that convey any property rights in this record series will be extracted and stored electronically in agency RDA for Right-of-Way Project Files (Perpetual) for permanent retention.
James K. Polk Bldg., Suite 600 505 Deaderick St. Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers.
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
2000 to Current
3 cu. Ft./1 GB
24 cu. Ft./11 GB
Information Shared Outside the State
U.S. Department of Transportation (USDOT)
Essential Record Stored
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Electronic Records Plan Inventory
Integrated Right-of-Way Information System (IRIS) on JJ01SDCWW00088
Strategic Technology Solutions (STS) managed File Server Storage for TDOT is on Quad 2.10 GHz Intel Xeon Platinum 8160M (Virtual). These servers consist of required computer and storage resources for the data housed.
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.
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.
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.
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 1170 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RDA 1170 is a request to revise an RDA. The retention period will remain ten years and destroy and 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 1170.