An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2502
Effective Date
Record Series Abstract
Records include but not limited to, Prime Contractor and Subcontractor Subcontract Agreements, DBE Company Profiles, Joint Check Agreements, Letting Info, Tracking Sheets, (Contract Compliance reviews-1 Form, Contract Compliance-2 Form and Payment Form CC-3), DBE Monthly Reports (Consultant and Right-of-Way), Commercially Useful Function (CUF) Checklist, Construction Correspondence, TDOT Tabulation List and Bid Summary.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, paper and electronic records will be maintained in agency for six (6) years. Paper records will be scanned into electronic format and once verified for accuracy, paper records will be destroyed by state approved method. At the end of the retention period, paper and electronic records will be destroyed by state-approved method.
Worksheet
Record Location
James K. Polk Bldg., Suite 1800 505 Deaderick St. Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Alphanumeric
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
2015 to Current
Agency
Allotment Code
40100
Annual Accumulation
7 cu. ft. / 4 GB
Current Volume
84 cu. ft. / 20 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA)
Essential Record
Yes - Original
Essential Record Stored
James K. Polk Bldg., Suite 1800 505 Deaderick St. Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers
Essential Record Media Type
Paper
Confidential
Yes
Confidential Legal Citation
49 C.F.R. § 26.109(a)(2), (b); 49 C.F.R. § 26.87(a)(1), (g); 49 C.F.R. § 26.103(a); 49 C.F.R. § 26.83(g).
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
6 Years
Retention Legal Citation
42 U.S.C. 2000e-4; 49 C.F.R. § 23.57(b)(3)(ii); 49 C.F.R. § 26.11
Electronic Records Plan Inventory
System Name
K: drive - DBE and EEO Files
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 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)
11-04-2021
No recommended changes.
Tennessee State Library and Archives
12-06-2021
Np recommended changes.
Comptroller Audit Review
12-06-2021
We have reviewed RDA 2502 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
12-08-2021
No recommended changes.
RMD Director
12-10-2021
RDA 2502 is a request to revise an RDA. The retention period will remain six years and destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2502.
Public Records Commission
04-25-2022
PRC approves RDA 2502