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Construction Project Contract Files

RDA Number
1946
Effective Date
Record Series Abstract
Records include but not limited to, documents relating to awarded contracts for roads and bridge construction, copies of contracts, monthly construction progress reports, starting notice, documents concerning claim advertisements, final settlement statements, and correspondence with contractors.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After final payment is made to the contractor.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain in paper format in agency for five (5) years, then transfer to the State Records Center for five (5) years. Records related to contracts, construction, monthly construction progress reports, starting notice, documents concerning claim advertisements, final settlement statements, and correspondence are scanned into electronic format and maintained in electronic format in agency for ten (10) years. At the end of the retention period, paper and electronic records will be destroyed by state-approved methods.
Record Location
James K Polk Bldg. Suite 700 Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Alpha/Numeric
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
2007 to Current
Allotment Code
40300
Annual Accumulation
8 cu ft. / 40 MB
Current Volume
170 cu ft. / 500 MB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA)
Essential Record
Yes - Duplicate
Essential Record Stored
James K Polk Bldg. Suite 700 Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers. Duplicates are also stored at TDOT offices in Region 1 - 7345 Region Lane Knoxville, TN 37914, Region 2 - 7512 Volkswagen Dr. Chattanooga, TN 37416, Region 3 - 6601 Centennial Blvd. Nashville, TN 37209 and Region 4 - 300 Benchmark Place Jackson, TN 38301.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Records Center Retention Period
5 years
System Name
K: Drive - CNSTRUCT
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)
02-04-2021
No recommended changes.
Tennessee State Library and Archives
02-16-2021
No recommended changes.
Comptroller Audit Review
02-08-2021
We have reviewed RDA 1946 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-16-2021
No recommended changes.
RMD Director
02-17-2021
RDA 1946 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 1946.
Public Records Commission
05-04-2021
PRC approves RDA 1946