Core Data
RDA Number
11506
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records include but not limited to, data from the SmartWay Central Software (SWCS), stored in an Oracle enterprise database. The database tables include incident data, incident clearance data, roadway clearance data, HELP truck analysis data, and Traffic Management Center performance measure data.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
15
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off, maintain in electronic format in agency for fifteen (15) years. At the end of the retention period, records will be destroyed by state-approved methods for electronic records.
Worksheet
Record Location
TDOT Traffic Management Center (TMC) locations: Region 1 - Knoxville, TN ; Region 2 - Chattanooga, TN; Region 3 - Nashville, TN; Region 4 - Memphis, TN
File Arrangement
Project Number; Region; County; City; Dates
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Date Range
2021 to Current
Agency
Allotment Code
40300
Annual Accumulation
50 GB
Current Volume
160 GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Transportation (USDOT), Tennessee Highway Patrol (THP), Tennessee Emergency Management Agency (TEMA), and Tennessee Division of the Federal Highway Administration (FHWA)
Essential Record
Yes - Original
Essential Record Stored
Traffic Management Center database servers in ITS domain
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
15 years
Records Center Retention Period
N/A
Electronic Records Plan Inventory
System Name
SmartWay Central Software (SWCS)
Hardware Description
TDOT managed Database Server on 4 Vmware servers. These servers consist of required computer and storage resources for the data housed.
Software Description
These servers run Windows Server 2016 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
TDOT Traffic Management Center (TMC) locations: Region 1 - Knoxville, TN ; Region 2 - Chattanooga, TN; Region 3 - Nashville, TN; Region 4 - Memphis, TN
Backup Procedures
TDOT will conduct backup procedures. These procedures consist of daily, monthly, and yearly backups.
Disaster Recovery
TDOT 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 matched TMCs for both operations and data.
Data Migration Description
Strategic Technology Solutions (STS) LanCentral manages Agency Data.
RDA Comments
Records Management Division (RMD)
Thu, 09/18/2025
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Fri, 09/19/2025
We have reviewed RDA 11506 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 09/23/2025
No recommended changes.
RMD Director
Fri, 09/26/2025
RDA 11506 is a request to create an RDA. The retention period will be fifteen years and destroy. The format will be electronic. Recommend approval of the request to create RDA 11506.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11506
