An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11403
Effective Date
Record Series Abstract
Records include but not limited to, Swipe and Ride Program applications for processing and issuance of active state employee transit pass cards for use in the Nashville and Memphis metropolitan areas; transit passes accepted for public transportation on Nashville and Memphis WeGO Public Transit buses, the Music City Star Commuter Train, and all Memphis Area Transit Authority (MATA) services, including downtown trolleys. Records include associated sign out sheets and mailing instructions.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon card expiration or exit from state service
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. Paper will be scanned into electronic format and once electronic format is verified, paper records will be destroyed by state-approved methods. At the end of the retention period, electronic records will be destroyed by state-approved methods.
Worksheet
Record Location
James K. Polk Bldg., Suite 900, 505 Deaderick St. Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Last Name
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
2018 to Current
Agency
Allotment Code
40500
Annual Accumulation
1.6 GB
Current Volume
8 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 Years
Electronic Records Plan Inventory
System Name
K: Drive - Multimodal / Swipe and Ride (Future migration to SharePoint in progress)
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)
03-04-2021
No recommended changes.
Tennessee State Library and Archives
03-30-2021
No recommended changes.
Comptroller Audit Review
03-11-2021
We have reviewed RDA "Swipe and Ride Program" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-06-2021
No recommended changes.
RMD Director
04-12-2021
RDA 11403 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 11403.
Public Records Commission
05-04-2021
PRC approves RDA 11403