An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11303
Effective Date
Record Series Abstract
Documents that correspond with CDL records such as: convictions, medical card, and other supporting documentation for CDL.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Date of conviction or for as long as any resulting withdrawal is retained, whichever is longer.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records are generated in paper and electronic. Records received in paper are scanned and verified for completeness and accuracy and then paper is destroyed by state approved methods. Electronic records are kept in agency permanently.
Worksheet
Record Location
STS Data Center North/South (A-list/FileNet)
File Arrangement
Alpha & Numeric
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
2015- current
Agency
Allotment Code
34902
Annual Accumulation
200 GB
Current Volume
600 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Public, Courts, Law Enforcement, and other state's Driver Motor Vehicle offices.
Essential Record
Yes - Original
Essential Record Stored
Records are stored on FileNet/A-list and backed up by STS
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
T.C.A. 55-25-101 through 55-25-112 The Federal statute is 18 U.S.C. 2721 - 2725, the Driver Privacy Protection Act of 1994
Does this Record Series Contain Sensitive Information?
No
Retention Legal Citation
T.C.A. 55-25-101 through 55-25-112 The Federal statute is 18 U.S.C. 2721 - 2725, the Driver Privacy Protection Act of 1994, ACD & CDLIS Requirements
Electronic Records Plan Inventory
System Name
Alist
Hardware Description
Hardware Description: All hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). This is a platinum service level.
Software Description
Alist is the STS supported enterprise system for tracking driver license information. All software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
The database containing electronic records is kept on servers maintained and supported by STS at State Data Centers.
Backup Procedures
Backup procedures shall be maintained in accordance with Current STS Data Center Operations policy.
Disaster Recovery
Disaster Recovery procedures shall be maintained in accordance with Current STS Data Center Operations policy.
Data Migration Description
STS maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with STS.
RDA Comments
Records Management Division (RMD)
10-04-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11303 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-08-2018
Thank you.
RMD Director
10-12-2018
RDA 11303 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of request to create RDA 11303.
Public Records Commission
10-30-2018
PRC approves RDA 11303.