An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1966
Effective Date
Record Series Abstract
Records include but not limited to, documents related to driveway permits requested and issued to property owners by the state. Records include driveway/grading permits (DT-0075), drawings, specs, surety bonds (DT-1344), insurance information, and associated correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After driveway is destroyed or taken out of service.
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 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, electronic records will be destroyed by state approved method.
Worksheet
Record Location
TDOT Region 1 Office 7345 Region Lane Knoxville, TN 37914; TDOT Region 2 Office 7512 Volkswagen Dr. Chattanooga, TN 37416; TDOT Region 3 Office 6601 Centennial Blvd. Nashville, TN 37209; TDOT Region 4 Office 300 Benchmark Place Jackson, TN 38301; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Alpha by county
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
2009 to Current
Agency
Allotment Code
41200
Annual Accumulation
48 cu. ft. / 10 GB
Current Volume
100 cu. ft. / 124 GB
Record Value
Administrative
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
Region 1 - L:\Traffic\Highway Entrance Permits; Region 2 - M:\Region 2 Traffic\PERMITS; Region 3 - N:\Traffic\Entrance and Grading Permits; Region 4 - O:\Traffic2\Projects\County\Driveway Permits\Year
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)
05-06-2021
No recommended changes.
Tennessee State Library and Archives
06-04-2021
No recommended changes.
Comptroller Audit Review
06-04-2021
We have reviewed RDA 1966 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-07-2021
No recommended changes.
RMD Director
06-09-2021
RDA 1966 is a request to revise an RDA. The retention period will remain ten 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 1966.
Public Records Commission
10-25-2021
PRC approves RDA 1966.