An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2375
Effective Date
Record Series Abstract
Records include but not limited to, documents related to rail carriers, freight traffic, passenger services lines, commodities, state rail projects and objectives; includes rail plans, reports, inspections, and related digital photographs.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon completion of new inspection and filing of reports.
Total Retention Years
20
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off, electronic records will be maintained in agency for twenty (20) years. Paper records will be scanned into electronic format and once verified for accuracy, paper records will be destroyed by state-approved method. Records will be stored on an Enterprise Content Management (ECM) server for long-term storage requirements in accordance with Strategic Technology Solutions (STS) retention standards. At the end of the retention period, electronic records will be destroyed by state-approved method.
Worksheet
Record Location
505 Deaderick Street, Suite 1200 Nashville, TN 37243.; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Alphanumeric
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
2003 to Current
Agency
Allotment Code
40500
Annual Accumulation
1 Cu. Ft. / 5 GB
Current Volume
20 Cu. ft. / 15 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Freedom of Information Act (FOIA); only state documents. Federal document requests are referred to the appropriate Federal agency.
Essential Record
Yes - Original
Essential Record Stored
505 Deaderick Street, Suite 1200 Nashville, TN 37243.; Strategic Technology Solutions (STS) North and South Data Centers
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
20 ears
Electronic Records Plan Inventory
System Name
FileNet - Rail Plans and Inspections
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.
RDA Comments
Records Management Division (RMD)
04-03-2014
No recommended changes.
Tennessee State Library and Archives
06-05-2014
No recommended changes.
Comptroller Audit Review
07-14-2014
We have reviewed RDA 2375 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-05-2014
No recommended changes.
RMD Director
08-12-2014
RDA 2375 is a request to revise the RDA. The Title will change from Bridge Inspection (Railroad) to Rail Plans and Inspections. The abstract is updated to reflect the expanded content of the records series. The retention will remain twenty years and the format will remain paper. Recommend approval of RDA 2375.