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Swipe and Ride Program

RDA Number
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
Cut Off at End of
If Other, Explain
Upon card expiration or exit from state service
Total Retention Years
Total Retention Months
Retention End Action
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.
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
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Media Format Stored Summary
Electronic: Text
Date Range
2018 to Current
Allotment Code
Annual Accumulation
1.6 GB
Current Volume
8 GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
5 Years
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA "Swipe and Ride Program" from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
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
PRC approves RDA 11403