An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2347
Effective Date
Record Series Abstract
Records include but not limited to, files for each Tourist Oriented Directional Signage (TODS) which contain user applications, business information database, spreadsheets, copies of receipts for fees and Finance receipts of verification.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After removal of sign on the TODS program.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain in electronic and paper format in agency for five (5) years. Small portions of record series are generated in paper format and are scanned into electronic format as needed for business activities. At the end of the retention period, electronic and paper records will be destroyed by state approved methods.
Worksheet
Record Location
505 Deaderick St. Suite 1800 Traffic Engineering Office and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1996 to Current
Agency
Allotment Code
40300
Annual Accumulation
.03 cu. ft. / 3 GB
Current Volume
3 cu. ft. / 74 GB
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Both North and South Data Centers
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Electronic Records Plan Inventory
System Name
P: Drive - Traffic/TODS
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.
RDA Comments
Records Management Division (RMD)
01-28-2021
No recommended changes.
Tennessee State Library and Archives
02-16-2021
No recommended changes.
Comptroller Audit Review
02-08-2021
We have reviewed RDA 2347 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 2347 is a request to revise an RDA. The retention period will remain five 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 2347.
Public Records Commission
05-04-2021
PRC approves RDA 2347