An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11044
Effective Date
Record Series Abstract
Records include but not limited to, files related to SSO Rail Fixed Guideway Program for Tennessee; records cover two (2) agencies that TDOT oversees in its capacity as State Safety Oversight Agency (SSOA) for Fixed Guideway Rail Systems in Tennessee. This includes the Chattanooga Area Regional Transportation Authority (CARTA) Incline Railway and Memphis Area Transit Authority (MATA) Vintage Trolley. Records are organized by year for each agency which include event reports, agency internal audit records, monthly reports, yearly elements review, TDOT inspection reports, yearly emergency exercise information, board meeting and safety and security meeting information; series also contains records for SSOA annual meeting information, SSO annual Federal Transit Administration (FTA) submission materials, and FTA Triennial Audit materials.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off, electronic records will be maintained in agency for five (5) years. At the end of the retention period, electronic records will be destroyed by state-approved method.
Worksheet
Record Location
James K. Polk Bldg., Suite 900 505 Deaderick Street Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Alphabetical by agency name; then chronological
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2016 to Current
Agency
Allotment Code
40500
Annual Accumulation
.558 GB
Current Volume
2.79 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Transit Administration (FTA)
Essential Record
No
Confidential
Yes
Confidential Legal Citation
T.C.A. § 13-10-204; 49 C.F.R. § 674.23; 49 C.F.R. § Pts. 15 & 20
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 Years
Retention Legal Citation
49 C.F.R. §§ 673 & 674
Electronic Records Plan Inventory
System Name
K: Drive - Freight\SSO Program\RTA Documents\...
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 (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.
RDA Comments
Records Management Division (RMD)
05-06-2021
No recommended changes.
Tennessee State Library and Archives
06-04-2021
No recommended changes.
Comptroller Audit Review
06-04-2021
We have reviewed RDA 11044 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-07-2021
No recommended changes.
RMD Director
06-22-2021
RDA 11044 is a request to revise an RDA. The retention period will change from nine years and destroy to five 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 11044.
Public Records Commission
10-25-2021
PRC approves RDA 11044.