An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11397
Effective Date
Record Series Abstract
Records include but not limited to, Land acquisition documentation and any associated easement documentation, wildlife assessments or historic site studies; Right of Entry forms, Environmental reviews, property donation affidavits (if donated), appraisals, and copies of opinion of title. Copies of Grant Contract Amendments in this records series are used as reference for appraisal letters (Grant Contracts for Airport Improvement projects are filed under Agency RDA 11083).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Project closure.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain in electronic format in agency for ten (10) years. At the end of the retention period, electronic records will be destroyed by state-approved method.
Worksheet
Record Location
7335 Centennial Blvd. Nashville, TN 37209 and Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Alpha by City and Project Number
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
2014 to Current
Agency
Allotment Code
40100
Annual Accumulation
60 MB
Current Volume
2 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Aviation Administration (FAA)
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 Years
Electronic Records Plan Inventory
System Name
FileNet - Land Acquisition Files
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.
RDA Comments
Records Management Division (RMD)
01-14-2021
No recommended changes.
Tennessee State Library and Archives
01-20-2021
Are the reports of historic site studies retained in any other record? Do the studies include archeological reports?
Comptroller Audit Review
01-21-2021
We have reviewed RDA "Land Acquisition Files" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-10-2021
There are no reports of historic site studies in any other record nor does this record series contain historic site studies or archeological reports.
RMD Director
03-22-2021
RDA 11397 is a request to create an RDA. The retention period will be ten years and destroy. The format will be electronic. The agency responded to Library & Archives that the records do not contain historical documentation needing to be sent to the archives. Recommend approval of the request to create RDA 11397.
Public Records Commission
05-04-2021
PRC approves RDA 11397