An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2350
Effective Date
Record Series Abstract
Records include but not limited to, requests for proposals, copies of executed logo sign contracts, amendments or addendums to contracts, surety bonds. Records also include contractor activity reports and copies of payments and receipts.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of contract period.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain paper in agency for ten (10) years. Paper records are also scanned into electronic format and maintained in agency for ten (10) years. At the end of the retention period, paper and electronic 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
Alpha
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
2010 to Current
Agency
Allotment Code
40300
Annual Accumulation
.03 cu. ft./ 700 MB
Current Volume
1 cu. ft. / 7 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
Yes
Confidential Legal Citation
10-7-504(a)(7)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
10 years
Electronic Records Plan Inventory
System Name
P: Drive - Logo Info
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 2350 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 2350 is a request to revise an RDA. The retention period will change from five years and destroy to 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 2350.
Public Records Commission
05-04-2021
PRC approves RDA 2350