An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11398
Effective Date
Record Series Abstract
Records include but not limited to, records pertaining to court orders; initial and final administrative orders; significant pleadings, motions, and briefs; and other selected records of proceedings.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files remain open until case is fully adjudicated and judicial
review has been held and administrative hearings or proceedings have
been concluded.
review has been held and administrative hearings or proceedings have
been concluded.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
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 on Enterprise Content Management (ECM) server in accordance with Strategic Technology Solutions (STS) standards for permanent retention.
Worksheet
Record Location
James K. Polk Bldg., Suite 300 505 Deaderick St. Nashville, TN 37243 to include Legal Counsel offices in Region 1 - 7345 Region Lane Knoxville, TN 37914, Region 2 - 7512 Volkswagen Drive Chattanooga, TN 37416, Region 3 - 6601 Centennial Boulevard Nashville, TN 37209, Region 4 - 300 Benchmark Place Jackson, TN 38301 and Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Alpha
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2000 to Current
Agency
Allotment Code
40100
Annual Accumulation
5 cu. Ft. / 10 MB
Current Volume
135 cu. Ft / 375 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
James K. Polk Bldg., Suite 300 505 Deaderick St. Nashville, TN 37243 to include Legal Counsel offices in Region 1 - 7345 Region Lane Knoxville, TN 37914, Region 2 - 7512 Volkswagen Drive Chattanooga, TN 37416, Region 3 - 6601 Centennial Boulevard Nashville, TN 37209, Region 4 - 300 Benchmark Place Jackson, TN 38301 and Strategic Technology Solutions (STS) North and South Data Centers
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
Attorney Client Privilege
Electronic Records Plan Inventory
System Name
R: Drive - Legal Office (ECM is FileNet with ongoing process for migrating documents over)
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)
02-11-2021
No recommended changes.
Tennessee State Library and Archives
02-16-2021
No recommended changes.
Comptroller Audit Review
02-25-2021
We have reviewed RDA 11398 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-25-2021
No recommended changes.
RMD Director
02-26-2021
RDA 11398 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 11398.
Public Records Commission
05-04-2021
PRC approves RDA 11398