An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11083
Effective Date
Record Series Abstract
Records include but not limited to, Grant Contracts, records related to Grant payment process, Invoices, Itemized cost lists, Applications, Requests for State Funding for Airport Improvement letters, Federal Award Identification Worksheets, Parent-Child information for IRS filing status, Asset documentation, Monitoring documentation, Evaluations, Close-out documents, Photo-copies of checks and associated correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are to be cut off upon closure of grant and submission of final expenditure report.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain in electronic format in agency for ten (10) years. Paper records are being kept in agency until retention expires. At the end of the retention period, electronic and paper records will be destroyed by state-approved method.
Worksheet
Record Location
7335 Centennial Blvd., Nashville, TN 37209 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Numeric by project number
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
2010 to Current
Agency
Allotment Code
40100
Annual Accumulation
7 GB
Current Volume
78 GB 42 cu. ft.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Aviation Administration (FAA)
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10 years
Electronic Records Plan Inventory
System Name
FilNet - Airport Improvement Grant Files
Hardware Description
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)
01-14-2021
No recommended changes.
Tennessee State Library and Archives
01-20-2021
No recommended changes.
Comptroller Audit Review
01-21-2021
We have reviewed RDA 11083 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-25-2021
No recommended changes.
RMD Director
01-26-2021
RDA 11083 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper and electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11083.
Public Records Commission
05-04-2021
PRC approves RDA 11083