An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11395
Effective Date
Record Series Abstract
Records include but not limited to, Garage work order forms in printable and computer fillable formats. Forms are utilized for information gathering/data transfer of vehicle maintenance and repair information into Edison - Maintenance Management.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain in electronic format in agency for five (5) years. At the end of the retention period, electronic records will be destroyed by state-approved method. Paper (printable) forms will be scanned into electronic format and maintained in Edison - Maintenance Management. Once paper to electronic versions are verified, paper will be destroyed by state-approved method.
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
Tag Number and Work Order Number
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2020 to Current
Agency
Allotment Code
40300
Annual Accumulation
2 GB
Current Volume
1 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Strategic Technology Solutions (STS) North and South Data Centers.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
N/A
Electronic Records Plan Inventory
System Name
Edison - Maintenance Management
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 in Edison and managed by STS.
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.
RDA Comments
Records Management Division (RMD)
12-03-2020
No recommended changes.
Tennessee State Library and Archives
01-20-2021
No recommended changes.
Comptroller Audit Review
12-09-2020
We have reviewed RDA "Garage Work Order" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-25-2021
No recommended changes.
RMD Director
01-26-2021
RDA 11395 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11395.
Public Records Commission
05-04-2021
PRC approves RDA 11395