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Right-of-Way Project Files (Perpetual)

RDA Number
Effective Date
Record Series Abstract
Records include but not limited to, Perpetual Railroad property rights, utility and permit occupation of the State ROW (both inclusive of “plans” showing what is conveyed, and property acquisition via project or railroad including deed or judgement; (includes “historical” railroad contracts that convey property rights prior to current standard of deed or recorded easement).
Record Series Active
Cut Off at End of
If Other, Explain
When Project Closes.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
After cutoff, paper records will be scanned into electronic format and maintained in agency permanently. Once electronic records are verified, paper records will be destoyed by state approved method. Electronic files will be maintained in accordance with Strategic Technology Solutions (STS) standards for permanent retention.
Record Location
James K. Polk Bldg., Suite 600 505 Deaderick St. 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
2000 to Current
Allotment Code
Annual Accumulation
1 cu. Ft. / 5 GB
Current Volume
4 cu. Ft. / 20 GB
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
U.S. Department of Transportation (USDOT)
Essential Record
Confidential Legal Citation
Records are Confidential until the completion of property acquisition as per 49 CFR 24.9. and TCA 10-7-504(a)(6); other records potentially covered by Attorney Client Privilege
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
Records Center Retention Period
System Name
Integrated Right-of-Way Information System (IRIS) on JJ01SDCWW00088
Hardware Description
Strategic Technology Solutions (STS) managed File Server Storage for TDOT is on Quad 2.10 GHz Intel Xeon Platinum 8160M (Virtual). 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 11394 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 11394 is a request to create an RDA. The retention period will be five years and then permanent. The format will be paper/electronic. Recommend approval of the request to create RDA 11394.
Public Records Commission
PRC approves RDA 11394