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Survey Data Files

RDA Number
Effective Date
Record Series Abstract
Records include but not limited to, Documents obtained from and related to surveys used in the development of TDOT projects. Files include original data from survey books, correspondence, calculations, computer reports, and property data.
Record Series Active
Cut Off at End of
If Other, Explain
After the roadway, structure, or improvement for which the survey was conducted is destroyed or taken out of service.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
After cutoff, maintain in paper and electronic format in agency for ten (10) years. Any paper records scanned into electronic format will be verified for accuracy and then destroyed by state-approved method. At the end of the retention period, paper and electronic records will be destroyed by state-approved method.
Record Location
TDOT Regional Survey Offices located as follows: TDOT Region 1 Office 7366 Region Lane Knoxville, TN 37914; TDOT Region 2 Office 7512 Volkswagen Dr. Chattanooga, TN 37421; TDOT Region 3 Office 6636 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
Media Format Generated
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Spreadsheet/Database
Electronic: Email
Electronic: Other
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Electronic: Spreadsheet/Database
Electronic: Email
Electronic: Other
Paper: Sheet
Date Range
1980 to Current
Allotment Code
Annual Accumulation
16 cu. ft./335 GB
Current Volume
644 cu. ft./13370 GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
10 years
System Name
Region 1 – L:\SURVEYS\SURVEYS Region 2 – M:\Region 2 Survey Region 3 – N:\SURVEY\SURVEY Region 4 – O:\Design\Design\Survey
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 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 2066 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 2066 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 2066.
Public Records Commission
PRC approves RDA 2066