An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1943
Effective Date
Record Series Abstract
Records include but not limited to, Radiation Safety Program Audit Checklists, Leak Test Inventory/Report Forms, Nuclear Gauge Inventory Lists, Nuclear Gauge Calibration Reports, and Nuclear Gauge Certificates and Specifications.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When gauge is taken out of service.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off, paper records specifically related to Nuclear Gauge Certificates will be maintained in paper format in agency for five (5) years. All other record series material will be maintained in electronic format in agency for five (5) years. At the end of the retention period, paper and electronic records will be destroyed by state-approved method.
Worksheet
Record Location
TDOT Nuclear Gauge Shop (DG Bldg.) 6601 Centennial Blvd Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Chronological by year
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
1992 to Current
Agency
Allotment Code
40300
Annual Accumulation
2 cu. ft. / 2 GB
Current Volume
24 cu. ft. / 100 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Nuclear Regulatory Commission (NRC); Tennessee Department of Environment and Conservation (TDEC)
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Retention Legal Citation
10 C.F.R. Ch. 1, Pt. 20, Subpt. L
Electronic Records Plan Inventory
System Name
N: Drive - HQMT Field Ops
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)
03-11-2021
No recommended changes.
Tennessee State Library and Archives
03-26-2021
No recommended changes.
Comptroller Audit Review
03-22-2021
We have reviewed RDA 1943 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-29-2021
No recommended changes.
RMD Director
04-06-2021
RDA 1943 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 1943.
Public Records Commission
05-04-2021
PRC approves RDA 1943