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Project Files (Design, Lighting, Signs & Signals)

RDA Number
Effective Date
Record Series Abstract
Records include but not limited to, Documents related to the development of project plans and copies of associated files pertaining to individual design projects, aerial surveys photographic prints and associated correspondence.
Record Series Active
Cut Off at End of
If Other, Explain
Upon project closure or final voucher paid date (Federal Projects)
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
After cutoff, maintain in paper and electronic format in agency for six (6) years. Paper is no longer generated and not intended to be scanned into electronic format other than selected portions that might be needed in electronic format. At the end of the retention period, paper and electronic records will be destroyed by state-approved method.
Record Location
James K. Polk Bldg., Suite 1200 505 Deaderick street, Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Media Format Generated
Media Format Generated Summary
Electronic: Text
Media Format Stored
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Paper: Other
Date Range
1992 to Current
Allotment Code
Annual Accumulation
52 GB
Current Volume
450 cu. ft. / 400 GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
6 Years
System Name
FileNet - Project Files (Design, Lighting, Signs & Signals)
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
Photographic prints are mentioned in the abstract but no example was included. We would like to see an example of the photographs.
Comptroller Audit Review
We have reviewed RDA 2067 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
ARO provided the following comment to include a photographic print sample to TSLA: These prints are copies of the same ones you all saw at Aerial Surveys during your visit (printed 9 x 9 film sheets) and already maintained by Aerial Surveys pending a historic record value determination for the agency RDA in draft. Not sure how many copies are kept with 2067, but would be random as be part of business activities associated with project plans in this RDA. Also, this RDA belongs to our Roadway Design Division and Aerial Surveys is part of that Division, so they have an inter-office working relationship. No further action necessary.
RMD Director
RDA 2067 is a request to revise an RDA. The retention period will change from five years to six years and destroy. The format will be paper, electronic, and film. The agency answered Library & Archives review question satisfactorily. The Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2067.
Public Records Commission
PRC approves RDA 2067.