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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11219
Database ID: 2252
Record Series Title: Roof Warranty Projects
Record Series Abstract: This series contains all project files and records for New Facility Roof Projects and Reroof Projects, excluding Record Documents, between the State, Architects and Contractors to build and maintain State Buildings which include but not limited to: Contracts, Plans, Specifications, Roof Warranties, Roof Bonds Contract Bonds, Amendments, Supplements, Change Orders, Addendum, Bid Documents, Certificates of Substantial Completion, Certificate of Insurance, Year End Warranty Certificate, Fire Marshall Certificate of Occupancy, Punch List, Schedules, Pay Applications, Emails, Job Order Contract Projects, Consent of Surety, RFP's RFI Logs, Notice to Proceed Letters, Field/Observation Reports, Photographs, Construction Progress Reports, Designer Cost Estimates, Designer Services Request Approvals, Meeting Notes, Letters, Transmittals.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: At the completion of the project or Year End Warranty.
Total Retention: 20 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Paper records may be converted to electronic format and destroyed after verified for completeness and accuracy. Any paper records not converted will be maintained a period of 2 years past the completion of the project, or Year End Warranty Period, then transferred to the State Record Center for 18 years. The Electronic Records are maintained in agency for 20 years. When these records have reached the end of the total retention period the records will be destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2253
Record Location: 312 Rosa L. Parks Avenue, 3rd & 24th Floors
File Arrangement: Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1995 to current
Annual Accumulation: Paper 6.5 cu.ft., Electronic 2.5 Gigabytes
Current Volume: Paper 50 cu.ft., Electronic 20 Gigabytes
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 20
Past Year: 10
2 - 5 Years: 5
Over 5 Years: 2
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Veterans Affairs, FCC, EPA-TDEC, Forestry-Department of Interiors, TOSHA, OSHA, Labor & Workforce.
Essential Record: Yes - Original
Essential Record Stored: Tennessee Tower, DGS-STREAM File Room and State Records Center
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention:
Agency Retention - Years Active: 2
Agency Retention - Years Inactive:
Records Center Retention Period: 18
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: (A) ba_gs_stream(fosmb.nas01.tn.gov(Isilon Server)), (B) STREAM(\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\
IT-ABC Number:
Hardware Description: (A) Oracle NAS storage, (B) Solaris 10 Master Server
Software Description: (A) Oracle NAS appliance,(B) Netbackup 6.5.6 backup software
System Location: (A) Data Center North-Primary, (B) Data Center North-Primary, Data Center South for secondary (copy 2 for AG03SDCWF0025)
Backup Procedures: (A) An incremental backup is taken once a day and maintained for one month. A full backup is taken once a month and sent offsite for 7 years. Backups are straight to tape. (B) Backup is conducted everyday. Full Backup on Friday, Incremental backups Saturday­- Thursday. Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month, around the last weekend of the month, on a Friday, the full backup is vaulted to tape which is an LT04 tape. Media servers that backup AG03SDCWF0025 are Linux Red Hat. We use data domain 890, the second copy to a data domain 890 for backups, and a L700 storage tek tape library for offsite storage on a monthly basis.
Disaster Recovery: Both (A) and (B) Drives are the same process. Backup media is stored at Iron Mountain. "Restore" process is via a Help Desk Ticket. If it's older than 30 days we will have to recall a case from Iron Mountain for the next business day. If the restore is an emergency, then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. There is a cost for an emergency delivery.
Data Migration Description: Capital Project Files are in Paper/ Electronic format each will remain in their respective format. The goal of this migration is to gather all of the Electronic Capital Project data files into a single location for storage, easy retrieval and to aid the archival and research process. The migration strategy is to create a common folder structure on the STREAM Share Drive and have all Capital Project Staff utilize this structure. The existing electronic Capital Project Files will be worked into the new structure. Once the Capital Project Files have met their retention period, both electronic and paper files will be destroyed.
Metadata Description: Name, Date and File type. The data sets related to these files are, but not limited to Excel, Word, Text, .PDF, .DWG MS Project Files, Pictures, Image Files (TIFF etc.) and email exports. Any electronic file that is relevant to this record series will be in the folder structure.
Contact Information
Contact Name: Kurtis Herron
Job Title: STREAM Records Coordinator
Address 1: 312 Rosa L. Parks Avenue, 3rd Floor
Address 2: William R. Snodgrass TN Tower
City: Nashville
Zip: 37243
Phone: 615-253-6383
Email: Kurtis.Herron@tn.gov
Agency: Dept. of General Services/Purchasing
Agency Head: Robert E. Oglesby, Commissioner
Director: Ted Hayden
Allotment Code: 32107
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-16-2017 No recommended changes.
Tennessee State Libary and Archives: 03-16-2017 No recommended changes.
Comptroller Audit Review: 2017-03-20 We have reviewed RDA 11219 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-20-2017 Agency concurs with no recommended changes. Thank you.
RMD Director Recomendations: 04-19-2017 RDA 11219 is a request to create an RDA. The retention period will be twenty years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11219.
Signed Form Received: 2017-03-29
PRC Meeting Date: 09-07-2017
PRC Comments: PRC approves RDA 11219.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2252 11219 2017-09-07 Approved