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TN Department of Transportation (TDOT) - Utilities Permits

RDA Number
Effective Date
Record Series Abstract
Records include but not limited to, Permit forms, approvals permit description, bonds, and correspondence which are terminated in time, and not perpetual.
Record Series Active
Cut Off at End of
If Other, Explain
When permit closes.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
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.
Record Location
TDOT Regional offices: 1-Knoxville, 2-Chattanooga, 3-Nashville, 4-Jackson and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Media Format Generated
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1982 to Current
Allotment Code
Annual Accumulation
12 cu. Ft./1 MB
Current Volume
12 cu. Ft./2 MB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
U.S. Department of Transportation (USDOT)
Essential Record
Essential Record Stored
Does this Record Series Contain Sensitive Information?
Agency Retention
10 years
Records Center Retention Period
System Name
Integrated Right-of-Way Information System (IRIS) on JJ01SDCWW00088
Hardware Description
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.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1171 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 1171 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper and electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1171.
Public Records Commission
PRC approves RDA 1171