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Bid Proposal & Bid Letting Files

RDA Number
Effective Date
Record Series Abstract
Records include but not limited to, documents relating to bid letting include estimated cost sheets, notices to contractors, general correspondence pertaining to advertising & receiving of bids, letting advertising, completed bid books (project specs, contract & bond certificates), and awarded/ unawarded proposals.
Record Series Active
Cut Off at End of
If Other, Explain
Upon awarding of contract.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
After cutoff, maintain in paper format in agency for one (1) year, then transfer to the State Records Center for nine (9) years. Records related to bid letting, cost sheets, notices to contractors, and general correspondence pertaining to advertising & receiving of bids, letting advertising, completed bid books, and proposals are either scanned from paper into electronic format or created 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
Media Format Generated
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2018 to Current
Allotment Code
Annual Accumulation
1 cu. ft. / 60 GB
Current Volume
51 cu. ft. / 124 GB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Federal Highway Administration (FHWA)
Essential Record
Confidential Legal Citation
TCA 10-7-504(a)(7)
Does this Record Series Contain Sensitive Information?
Agency Retention
1 Year
Records Center Retention Period
9 Years
System Name
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)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1948 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 1948 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 1948.
Public Records Commission
PRC approves RDA 1948