An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11402
Effective Date
Record Series Abstract
Records include but not limited to, Attendance and testing sheets for examinations conducted to certify TDOT Technicians for Materials and Tests Division in performance of work on Roadways; includes payment records for consultants and contractors.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Expiration of Certification
Total Retention Years
5
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 five (5) years. 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
Course Name/Date
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
2010 to Current
Agency
Allotment Code
40300
Annual Accumulation
3 cu. ft. / 7 GB
Current Volume
14 cu. ft. / 69 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
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
5 Years
Retention Legal Citation
23 C.F.R. § 637.205, 207 and 209
Electronic Records Plan Inventory
System Name
N: Drive (HQMT) Field Ops / Technician Certification
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 11402 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 11402 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11402.
Public Records Commission
05-04-2021
PRC approves RDA 11402