An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11043
Effective Date
Record Series Abstract
Records include but not limited to, records of data collected from crash sites on roadways utilized for statistical analysis in order to identify high hazard areas that may need repair.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After fiscal year cutoff, maintain in agency in electronic format for ten (10) years, then destroy by state approved method.
Worksheet
Record Location
James K Polk bldg. Suite 1000 505 Deaderick Street Nashville, Tn 37243 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2002 to Current
Agency
Allotment Code
403.81
Annual Accumulation
0.5 GB
Current Volume
4 GB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
Produced pursuant to public records request. This document is covered by 23 USCA 407 and its production pursuant to a public document records request does not waive the provisions of 407.
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10 Years
Electronic Records Plan Inventory
System Name
Enhanced Tennessee Roadway Information Management System (ETRIMS)
Hardware Description
The data for ETRIMS is stored in TDOT’s Database running on physical servers.
Software Description
The servers run the current version 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
TDOT managed data
RDA Comments
Records Management Division (RMD)
09-03-2020
No recommended changes.
Tennessee State Library and Archives
09-04-2020
No recommended changes.
Comptroller Audit Review
09-08-2020
We have reviewed RDA 11043 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2020
No recommended changes.
RMD Director
09-09-2020
RDA 11043 is a request to revise an RDA. The retention period will change from five years to ten years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11043.
.
Public Records Commission
09-21-2020
PRC approves RDA 11043