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Project Files and Chief Engineer Correspondence

RDA Number
Effective Date
Record Series Abstract
Records include but not limited to, Correspondence of the TDOT Chief Engineer; correspondence, memorandums, etc., dealing with active and inactive projects in general; correspondence from general public, Governor office, federal officials, local officials, special studies and reports as they may relate to individual projects; Records relating to the Bureau of Engineering.
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Maintain in agency for 3 years then scan paper records into electronic format to be saved in the Correspondence Tracking System (CTS) for accessibility and customer support. Paper records will then be transferred to the state records center for 17 years. Electronic records are to be maintained in agency permanently. At the end of the 20 year retention period, destroy paper records by state-approved method.
Record Location
James K Polk Building, Suite 700 Nashville, TN 37243-0349 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
By calendar year, then alpha by county.
Media Format Generated
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2018 to Current
Allotment Code
Annual Accumulation
3 cu. ft., 39 GB
Current Volume
31 cu. ft., 11 GB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
U.S. Department of Transportation, Federal Highway Administration
Essential Record
Essential Record Stored
Does this Record Series Contain Sensitive Information?
Agency Retention
3 years paper then scan to Electronic format to be maintained in agency permanently.
Records Center Retention Period
17 years
System Name
Correspondence Tracking System (CTS)
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.
Records Management Division (RMD)
No recommended changes provided agency's electronic record plan inventory is adjusted to meet STS standards for permanent retention.
Tennessee State Library and Archives
Concur with RMD's comments.
Comptroller Audit Review
We have reviewed RDA 2446 from an audit standpoint. We concur with the recommended retention and disposition specifications as long as RMD's comments are resolved.
Agency Records Officer
No changes required. Per RMD, Agency will adjust Electronic Records Plan Inventory to meet STS standards for permanent retention.
RMD Director
RDA 2446 is a request to revise an RDA. The retention period will change from twenty years and destroy to permanent. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. The agency will be adjusting the permanent electronic storage system to an ECM according to STS standards and will provide the information to RMD to update the electronic inventory section. Recommend approval of the request to revise RDA 2446.
Public Records Commission
PRC approves RDA 2446