An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11401
Effective Date
Record Series Abstract
Records include but not limited to, Geotechnical and Geological letters, reports, digital photos and correspondence related to the design, construction and maintenance of roadways.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon Project Closure
Total Retention Years
50
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 fifty (50) years. Due to the long term storage, records will be stored on an Enterprise Content Management (ECM) server in accordance with Strategic Technology Solutions (STS) retention standards. At the end of the retention period, electronic records will be destroyed by state-approved method.
Worksheet
Record Location
6601 Centennial Blvd. (Bldg. A 1st Floor Materials and Test Division) Nashville TN 37209; Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Project Number
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
1970 to Current
Agency
Allotment Code
40300
Annual Accumulation
3 cu. ft. / 10 GB
Current Volume
21 cu. ft. / 110 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Environmental Protection Agency (EPA), Federal Highway Administration (FHWA) and other State Departments of Transportation
Essential Record
Yes - Original
Essential Record Stored
6601 Centennial Blvd. (Bldg. A 1st Floor Materials and Test Division) Nashville TN 37209
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
50 Years
Electronic Records Plan Inventory
System Name
N: Drive - GeoTech / FileNet - Design (ECM is FileNet with ongoing process for migrating documents over)
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
03-30-2021
No recommended changes.
Comptroller Audit Review
03-22-2021
We have reviewed RDA 11401 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-06-2021
No recommended changes.
RMD Director
04-09-2021
RDA 11401 is a request to create an RDA. The retention period will be fifty years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11401.
Public Records Commission
05-04-2021
PRC approves RDA 11401