An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11413
Effective Date
Record Series Abstract
Records include but not limited to, detailed Geographic Information System (GIS) documents; flight log, Global Positioning System (GPS) points for surveys, and supporting aerial survey documentation. The files are in aerial film format (9" x 9") rolls and paper (for earlier photos). The GPS and aerial supporting documentation are used to analyze roadways to determine applicable repairs and photogrammetry to establish points of reference around the State of TN, used for GIS and GPS mapping.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
All paper records dated 1974 to 2010 will be transferred to the Tennessee State Library and Archives (TSLA) for historic permanent preservation. All paper records after 2010 will also be scanned into electronic format and maintained in agency permanently. After verification of successful conversion, paper records will be destroyed by state-approved methods. All electronic files will be maintained in agency on an Enterprise Content Management (ECM) system in accordance with Strategic Technology Solutions (STS) permanent retention standards.
Worksheet
Record Location
521 Olen Taylor Drive (Aerial Surveys building) Nashville, TN 37217; Relocating to new facility in Spring 2022 at 6604 Centennial Blvd., Nashville, TN 37243; IT/Region 3 Server is physically in this facility; Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Alpha Numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Paper
Film
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Vector Graphics
Paper: Sheet
Paper: Oversized
Film: Other
Date Range
1974 to Current
Agency
Allotment Code
40300
Annual Accumulation
1 TB
Current Volume
1,279 Rolls B/W Film + 47 Rolls Color Film (Each Roll on 250-350 Foot Spool with 200-320 (9" x 9") images per Roll / ~5,400 Topographic Quad Charts-Index Sheets / ~54,000 Film Sheets / 836 DVD / 5 TB
Record Value
Administrative
Historic
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Electronic Records Plan Inventory
System Name
FileNet
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
521 Olen Taylor Drive (Aerial Surveys building) Nashville, TN 37217; Relocating to new facility in Spring 2022 at 6604 Centennial Blvd., Nashville, TN 37243; IT/Region 3 Server is physically in this facility; other server includes 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)
08-26-2021
No recommended changes.
Tennessee State Library and Archives
09-02-2021
No recommended changes.
Comptroller Audit Review
09-07-2021
We have reviewed RDA 11413 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-08-2021
No recommended changes.
RMD Director
09-09-2021
RDA 11413 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic/film. Recommend approval of the request to create RDA 11413.
Public Records Commission
10-25-2021
PRC approves RDA 11413.