An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11419
Effective Date
Record Series Abstract
Records include but not limited to, local programs development office state and federal aid projects containing contracts and contract amendments for roadway resurfacing, greenways, signalization of intersections, bridge replacements, and any other eligible project types to include associated correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Final Voucher
Total Retention Years
7
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
After cutoff, maintain in agency in paper and electronic format for seven (7) years, then permanently in electronic format. Paper will be scanned into electronic format and once verified, paper will be destroyed by state approved method. Electronic records are expected to be maintained on an Enterprise Content Management (ECM) System in accordance with Strategic Technology Solutions (STS) standards for permanent retention.
Worksheet
Record Location
James K. Polk Building, Suite 600 505 Deaderick St. Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers.
File Arrangement
Project Number
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
1970 to Current
Agency
Allotment Code
40300
Annual Accumulation
1 GB
Current Volume
1 cu. ft. / 25 GB
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration (FHWA) and Federal Transit Administration (FTA)
Essential Record
Yes - Original
Essential Record Stored
James K. Polk Building, Suite 600 505 Deaderick St. Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
7 years then permanent electronic
Retention Legal Citation
2 C.F.R. § 200.334
Electronic Records Plan Inventory
System Name
K:\\ag03sdcwf00009\12Shared\PROGOPS\Program Development\Files Project Electronic (ECM is SharePoint 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 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)
08-22-2024
No recommended changes.
Tennessee State Library and Archives
08-23-2024
No recommended changes.
Comptroller Audit Review
08-23-2024
We have reviewed RDA 11419 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-26-2024
No recommended changes.
RMD Director
08-28-2024
RDA 11419 is a request to revise an RDA. The retention period will change from ten years and then permanent to seven years and then permanent. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 11419.
Public Records Commission
09-23-2024
PRC approves RDA 11419.