An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1941
Effective Date
Record Series Abstract
Records include but not limited to, documents relating to tests of various materials produced by specific companies; copies of request forms, test results, and related reports.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off, paper records will be scanned into electronic format. Once electronic format is verified, paper records will be destroyed by state-approved method. Electronic records will be maintained in agency for six (6) years. At the end of the retention period, electronic records will be destroyed by state-approved method.
Worksheet
Record Location
Region 3 - Materials and Tests - 6601 Centennial Blvd - A Building - Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Alpha by Producer Name
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2007 to Current
Agency
Allotment Code
40300
Annual Accumulation
12 cu ft./ 10 GB
Current Volume
36 cu ft. / 200 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Electronic Records Plan Inventory
System Name
N: Drive - HQM&T Administration
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)
03-11-2021
No recommended changes.
Tennessee State Library and Archives
03-26-2021
No recommended changes.
Comptroller Audit Review
03-22-2021
We have reviewed RDA 1941 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-29-2021
No recommended changes.
RMD Director
04-06-2021
RDA 1941 is a request to revise an RDA. The retention period will remain six 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 1941.
Public Records Commission
05-04-2021
PRC approves RDA 1941