An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11425
Effective Date
Record Series Abstract
Records include but not limited to, agency level documents that are on a broader level to serve the entire agency or across multiple programs. This includes Administrative and Compliance documentation such as Affirmative Action Policies, Board Memberships, Certifications and Assurances, Charter Reports, Cost Allocations, Corrective Action Plans, Drug and Alcohol Audit Reports, Disadvantaged Business Enterprise documents, Equal Employment Opportunity documents, Federal Transit Administration Drug and Alcohol Compliance documents, Lawsuits and Complaints trackers, Procurements, Preventive Maintenance, Public Hearing Notices, Title VI documents, Urban Plans, Self Risk Assessments, and other associated correspondence.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When records are updated
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off, maintain in electronic format in agency for five (5) years. At the end of the retention period, records will be destroyed by state-approved method.
Worksheet
Record Location
James K. Polk Bldg. Suite 1200 505 Deaderick St. Nashville, TN 37243; Strategic Technology Solutions (STS) North and South Data Centers
File Arrangement
Agency and Document Type
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Date Range
2015 to Current
Agency
Allotment Code
40500
Annual Accumulation
1 GB
Current Volume
6 GB
Record Value
Administrative
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
Tenn. Code Ann. § 10-7-504
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 Years
Retention Legal Citation
2 C.F.R. § 200.334; 49 C.F.R. § 655.71
Electronic Records Plan Inventory
System Name
K:\MultiModal\Compliance-ComplianceDocs-ComplianceParkingLot-ComplianceTemplates (Future plan is to migrate to FileNet)
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)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
04-05-2022
No recommended changes.
Comptroller Audit Review
04-01-2022
We have reviewed RDA 11425 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2022
No recommended changes.
RMD Director
04-06-2022
RDA 11425 is a request to create an RDA. The retention period will be five years and then destroy. The format will be electronic. Recommend approval of the request to create RDA11425.
Public Records Commission
04-25-2022
PRC approves RDA 11425