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Bridge/Structure Project Files and Field Books

RDA Number
Effective Date
Record Series Abstract
Records include but not limited to, documents related to county & interstate bridges & structures, retaining walls, and noise wall projects, including; design information, revision notices, correspondence, invoices, work status reports, and purpose & scope of service. This includes Field Books containing surveys and actual quantities, pile driving records, forms of measurements or quantities, location in stations, and related documentation.
Record Series Active
Cut Off at End of
If Other, Explain
Upon destruction or replacement of the structure.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
After cut-off, paper and electronic records will be maintained in agency for five (5) years. Paper records generated after 1995 are maintained in agency to include electronic records generated since 2008. Hand-written field books created before 2008 will be maintained in current format or converted to electronic format. At the end of retention period, records will be destroyed by state approved methods.
Record Location
James K. Polk Bldg., Suite 1100 505 Deaderick Street, Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Alpha / Numeric
Media Format Generated
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1995 to Current
Allotment Code
Annual Accumulation
7 cu. ft. / 6 GB
Current Volume
245 cu. ft. / 97 GB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Federal Highway Administration (FHWA), U.S. Army Corps of Engineers
Essential Record
Yes - Original
Essential Record Stored
Essential records were sent to the State Records Center up until 1995. Essential records after 1995 are stored at 505 Deaderick St. Suite 1100 James K. Polk Bldg
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
5 Years
System Name
FileNet - Bridge Structures
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1993 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 1993 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 1993.
Public Records Commission
PRC approves RDA 1993.