An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11037
Effective Date
Record Series Abstract
Records include but not limited to, documents relating to contracts between Department of Transportation and vendors on Federally funded projects. Records include a copy of the final contract, statements of work, deliverable documentation, change order documentation, correspondence, invoices received for payment and other related documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon project closure with Federal Highway Administration (FHWA)
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain records in paper or electronic format in agency for ten (10) years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records before July 1, 2009 are in paper format and may be stored at state records center. Records after July 1, 2009 will be stored in electronic format on agency servers. At the end of the retention period, records will be destroyed by state-approved methods.
Worksheet
Record Location
James K. Polk Bldg., Suite 800/1200 Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers. Some Paper records will remain in Roadway Design Division (Suite 1200) from Retired RDA 2064.
File Arrangement
Numeric and Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
2009 to Current
Agency
Allotment Code
40200
Annual Accumulation
10 GB
Current Volume
250 cu. ft. / 90 GB
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA)
Essential Record
Yes - Duplicate
Essential Record Stored
James K. Polk Bldg., Suite 800/1200 Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers; Edison copy (after July 1, 2009). Paper copies of contracts and invoices (before July 1, 2009).
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 Years
Retention Legal Citation
2 CFR 200.334
Electronic Records Plan Inventory
System Name
FileNet - TDOT Contracts for Federally Funded Projects
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)
03-25-2021
No recommended changes.
Tennessee State Library and Archives
03-30-2021
No recommended changes.
Comptroller Audit Review
03-26-2021
We have reviewed RDA 11037 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-06-2021
No recommended changes.
RMD Director
04-06-2021
RDA 11037 is a request to revise an RDA. The retention period will remain 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 11037.
Public Records Commission
05-04-2021
PRC approves RDA 11037