An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11399
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 deeds, condemnations or judgement; (includes “historical” railroad contracts that convey property rights prior to current standard of deed or recorded easement).
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When Project Closes.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
After cut-off, Paper records related to acquisition, deeds, condemnations, railroad contract agreements, etc., containing property acquired for State Right-of-Way (ROW) photographed to microfilm and microfiche cards and stored in agency. This microfilm/fiche is no longer being generated and is awaiting digitization to electronic format as soon as practical. Once digitization to electronic format is verified, paper records will be destroyed by state-approved method. If contracted digitization of microfilm/fiche specifies validation, then the microfilm/fiche upon certification of validation, will be destroyed by state-approved method. If services are internally sourced and validation is questionable, then the microfilm/fiche will be archived until functionality/user validation of digital records are dependable. Microfilm/fiche to be archived will be securely stored off site at Vital Records Control (VRC). Electronic records will be maintained permanently in agency in accordance with Strategic Technology Solutions (STS) standards for permanent retention.
Worksheet
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
Numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Other
Media Format Stored Summary
Electronic: Text
Date Range
1960 to Current
Agency
Allotment Code
40300
Annual Accumulation
20 MB
Current Volume
1,064 Rolls Microfilm / 41,350 Microfiche Cards / 125 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Transportation (USDOT)
Essential Record
No
Confidential
Yes
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?
Yes
Agency Retention
5 Years
Electronic Records Plan Inventory
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 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)
02-04-2021
No recommended changes.
Tennessee State Library and Archives
02-16-2021
No recommended changes.
Comptroller Audit Review
02-08-2021
We have reviewed RDA "Right-of-Way - Project Files - Microfilm/Microfiche - Digitization (Perpetual)" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-16-2021
No recommended changes.
RMD Director
02-19-2021
RDA 11399 is a request to create an RDA. The retention period will be five years and then permanent. The format will be paper/electronic/film. Recommend approval of the request to create RDA 11399.
Public Records Commission
05-04-2021
PRC approves RDA 11399