An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2470
Effective Date
Record Series Abstract
Records include but not limited to, letters establishing speed zones and no parking zones on specified state routes within state counties.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When speed limit is changed or roadway replaced.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
After cutoff, maintain in paper and electronic format in agency permanently. Electronic records are either generated or scanned from paper format as needed for business activities. Electronic records will be maintained in agency on Enterprise Content Management (ECM) server as required by Strategic Technology Solutions (STS) standards for permanent retention.
Worksheet
Record Location
James K. Polk Bldg. Suite 1800 505 Deaderick St. Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Alphabetic by county then street
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
1970 to Current
Agency
Allotment Code
40300
Annual Accumulation
2 cu.ft. / 18 MB
Current Volume
5.5 cu.ft. / 700 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Electronic Records Plan Inventory
System Name
P: Drive - Speed Limit
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. Files are to be transferred to FileNet in the near future." Project in process and agency will notify Records Management once it is completed
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)
01-28-2021
Recommend that records be placed on an approved Enterprise Content Management (ECM) system such as filenet or sharepoint and if records cannot be immediately placed on an ECM, please provide a date when records will be placed on an ECM. 2/4/2021 Agency responded that FileNet transfer project is in planning stage and will keep RMD informed of progress.
Tennessee State Library and Archives
02-16-2021
No recommended changes.
Comptroller Audit Review
02-08-2021
We have reviewed RDA 2470 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-16-2021
No recommended changes.
RMD Director
02-22-2021
RDA 2470 is a request to revise an RDA. The retention period will change from ten years and destroy to permanent retention. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2470.
Public Records Commission
05-04-2021
PRC approves RDA 2470