An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2556
Effective Date
Record Series Abstract
Records include but not limited to, Construction Bid Analysis, estimate files, project reference sheets, plan cost sheets, project item cost sheets. Construction estimate files used to quantify the various pay items calculated to be used in the construction of the respective project. A unit price is assigned to each item by a DOT estimator.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When structure is destroyed or replaced.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After Cut off, maintain electronic records in agency six (6) years. At the end of retention, destroy by state approved method. Older records on microfilm are kept in agency six (6) years after cut off, then destroyed by state approved method. Microfilm is no longer being generated.
Worksheet
Record Location
James K. Polk Bldg., Suite 400 505 Deaderick St. Nashville, TN 37243 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Chronological
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Film
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Film: Microfilm
Film: Microfiche
Date Range
1977 to Current
Agency
Allotment Code
40300
Annual Accumulation
14 GB
Current Volume
29 GB; 100 rolls film; 100 sheets Microfiche
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA)
Essential Record
Yes - Original
Essential Record Stored
Strategic Technology Solutions (STS) North and South Data Centers.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 10-7-504(a)(7): Sealed Bids are Confidential up until the completion of evaluation by the State.
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years
Electronic Records Plan Inventory
System Name
AASHTOWare Project BAMS/DSS (Bid Analysis System/Decision Support System); Website- JJ01SDCWW00068; Application- JJ01SDCWW00061
Hardware Description
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. BAMS/DSS are virtual servers- (VMs) – dual processor, 61- 4GB RAM, 68- 8GB RAM.
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 and North Data Centers, hosts the servers that will be utilized for the storage to comply with both the Statewide and TDOT Electronic Records Policy.
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)
12-07-2020
No recommended changes
Tennessee State Library and Archives
01-07-2021
No recommended changes.
Comptroller Audit Review
01-07-2021
We have reviewed RDA 2556 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-08-2021
No recommended changes.
RMD Director
02-16-2021
RDA 2556 is a request to revise an RDA. The retention period will change from five years to six years and destroy. The format will be electronic and film. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2556.
Public Records Commission
05-04-2021
PRC approves RDA 2556