An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1942
Effective Date
Record Series Abstract
Records include but not limited to, files related to test results of materials used for TDOT construction projects; includes letters, reports and correspondence as well as independent assurance, bituminous, steel, mill, soil, concrete, asphalt and aggregate results.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When signed Project Completion Notice is received from TDOT Headquarters construction office.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off, paper and electronic records will be maintained in agency for ten (10) years. Paper records scanned into electronic format prior to cut-off shall be verified for accuracy. Once electronic format is verified, paper records will be destroyed by state-approved method. At the end of the retention period, electronic records to include any paper records not converted to electronic format will be destroyed by state-approved method.
Worksheet
Record Location
HQ Materials & Tests - Paper Records: 6601 Centennial Blvd Nashville, TN 37243 B Building Stockroom; 3. Electronic Records Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Numerically by Contract Number
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
2000 to Current
Agency
Allotment Code
40300
Annual Accumulation
81 cu. ft. / 8 GB
Current Volume
500 cu. ft. / 35 GB
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA)
Essential Record
Yes - Original
Essential Record Stored
Materials & Tests Division keeps all original files at 6601 Centennial Blvd. 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
10 Years
Electronic Records Plan Inventory
System Name
N: Drive – HQMT Contract Files and Site Manager.
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. The data for Site Manager is stored in TDOT’s database running on physical servers.
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)
06-10-2021
No recommended changes.
Tennessee State Library and Archives
07-01-2021
No recommended changes.
Comptroller Audit Review
06-15-2021
We have reviewed RDA 1942 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
07-06-2021
No recommended changes.
RMD Director
07-07-2021
RDA 1942 is a request to revise an RDA. The retention period will remain ten years and destroy. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 1942.
Public Records Commission
10-25-2021
PRC approves RDA 1942.