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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10184
Database ID: 1449
Record Series Title: FINAL PROJECT PLAN SHEETS
Record Series Abstract: ELECTRONIC PDF VERSIONS OF ROADWAY DESIGN PLANS DESIGNATED "FILE ROOM" THAT INCLUDE THE TITLE SHEET, ROADWAY TYPICAL SECTIONS, ROADWAY PLANS LAYOUT AND OTHER SHEETS THAT MAKE UP A ROADWAY DESIGN PLAN SET.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: End of Project
Total Retention: 30 Years 0 Months
Retention End Action: Permanent
Disposition Notes: The files desingated "FileRoom" will never be deleted or purged. As designated in the memo from TDOT's General Counsel, John Reinbold, to you on August 15, 2011. TDOT is required to preserve the Roadway Design Plans PER T.C.A. 54-1-105(a). Per John's memo, TDOT has determined that these plans shall be preserved indefinitely, in some form. Original hard copies of plans older than 1950 will be transferred to TLSA. Original hard copies from 1950 to the present will be destroyed once the electronic copies have been verified by TDOT and placed in the “FileRoom” on FileNET. TDOT will provide TSLA with an electronic version of the plans in a format the Library and Archives is able to convert to microfilm. TSLA will keep the microfilm copies of the electronic records for long term storage. Additionally, Hard copies of plan sheets older than 1950 will be transferred to TSLA for storage. Hardcopies of plan sheets from 1950 to the present will be destroyed once electronic version has been verified and placed in the “FileRoom” on FileNET. Electronic versions must be available indefinitely.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1449
Record Location: Servers in Data Center North 12th and 13th Floors of the James K. Polk Building, Nashville, TN
File Arrangement: Original hard copies of the plan sheets are filed
Media Format Generated: Electronic
Media Format Stored: Electronic: Text
Date Range: 1917 - current
Annual Accumulation: 160 gigabytes per year Current projects are developed electronically and provided electronically in PDF format and are digitally signed by the engineer of record. The final set of plan sheets is placed on FileNET in PDF format.
Current Volume: Current volume of existing hard copies of plan sheets is estimated at 1290 cubic feet. Current Projects are developed electronically. Historical hard copies are in Mylar, linen, and paper format and have been scanned to PDF format for long term storage. TDOT will provide TSLA with an electronic version of the plans in a format the Library and Archives is able to convert to microfilm. TSLA will keep the microfilm copies of the electronic records for long term storage.
Record Value: Administrative, Historic, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 25
Past Year: 25
2 - 5 Years: 25
Over 5 Years: 25
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Yes, as requested by the public. Information or copies of the plan sheets are provided to the requestor.
Essential Record: Yes - Original
Essential Record Stored: Yes. As designated in the memo from TDOT's General Counsel, John Reinbold, to the Department of General Services on August 15, 2011. TDOT is required to preserve the Roadway Design Plans PER T.C.A. 54-1-105(a). Per John's memo, TDOT has determined that these plans shall be preserved indefinitely, in some form. Current Projects are developed and stored electronically in PDF format on FileNET. Historical hard copies are in Mylar, linen, and paper format and have been scanned to PDF format for long term storage. Original hard copies of plans older than 1950 will be transferred to TLSA. Original hard copies from 1950 to the present will be destroyed once the electronic copies have been verified and placed in the “FileRoom” on FileNET. TDOT will provide TSLA with an electronic version of the plans in a format the Library and Archives is able to convert to microfilm. TSLA will keep the microfilm copies of the electronic records for long term storage.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other: Microfilm of copy at Library and Archives
Agency Retention: Permanent Record to be kept indefinitely
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Migrate to Electronic Data
Legal Citation: TCA: 54-1-105(a) of TN Code provides that the Commissioner of Transportation ...shall keep on file copies of all plans, specifications, and estimates prepared by the Department."
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: ECM TDOT Design Division
IT-ABC Number: JJ0813
Hardware Description: windows VM & Physical Servers
Software Description: Content Manager 4.5 PDF versions of scanned plan sheet sets, specifications and estimates. PDF versions of Roadway Design plans designated "File Room" that include the title sheet, roadway typical sections, roadway plans layout, and other sheets that make up a Roadway design plan set. The PDF files will be imported into FileNet.
System Location: Data Center North
Backup Procedures: Tape backups of the system are run daily, weekly, and monthly. The monthly backups are stored offsite at Iron Mountain. On file with OIR
Disaster Recovery: Access to all servers and data management systems is controlled through user login authentication. The servers are located in a secure server room, accessible only to Systems Administration staff. Tape backups of the system are run daily, weekly, and monthly. On file with OIR
Data Migration Description: PDF formatted copies of all plan sheets are available for TSLA to create microfilm formatted records for their long term storage. Additionally, Hard copies of plan sheets older than 1950 will be transferred to TSLA for storage.
Metadata Description: Type Length Format Document Title 50 Characters Alphanumeric County 12 Characters Dropdown Region 64 Characters Dropdown Project Description 64 Characters Alphanumeric PIN 10 Characters Alphanumeric Contract Number 64 Characters Numeric Design Creator 64 Characters Dropdown Longitude 20 Characters Alphanumeric Latitude 20 Characters Alphanumeric Project Type 64 Characters Dropdown File Type 64 Characters Dropdown Plan Type 64 Characters Dropdown Deletion/Purge Plan - The files desingated "FileRoom" will never be deleted or purged. As designated in the memo from TDOT's General Counsel, John Reinbold, to you on August 15, 2011. TDOT is required to preserve the Roadway Design PlaNS PER T.C.A. 54-1-105(a). Per John's memo, TDOT has determined that these plans shall be preserved indefinitely, in some form.
Contact Information
Contact Name: Ataur Rahman
Job Title: Records officer
Address 1: JK Polk Building
Address 2: 505 Deaderick Street
City: Nashville
Zip: 37243
Phone: 615-741-7958
Email: Ataur.Rahman@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: K. Jennifer Lloyd
Allotment Code: 40382
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-13-2013 Agree with the agency's retention and disposition requirements for the records series
Tennessee State Libary and Archives: 05-03-2013 1. TDOT may retain the originals in storage, turning them over to TSLA when they reach the age of 50 (?) years. At that time TSLA will microfilm and destroy. 2. TDOT may create a microfilm copy at the time of digitization, and destroy the originals, provided the microfilm is deposited at TSLA.
Comptroller Audit Review: 2013-06-10 We have reviewed RDA 10184 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-04-2013 1. It is TDOT intention to provide the original media of plans to TSLA for plans 1950 and older. In addition the same plans will be available on filnet in electronic format or electronic file. 2. TDOT does not have the capability to create microfilm copies, but will make digitized copies available to TSLA.
RMD Director Recomendations: 06-13-2013 The proposed RDA 10184 meets retention and disposition standards. The following changes were discussed and agreed upon by TSLA and TDOT. 1.Total Retention: 30 Years (then Permanent) 2. Disposition Notes: The files desingated "FileRoom" will never be deleted or purged. As designated in the memo from TDOT's General Counsel, John Reinbold, to you on August 15, 2011. TDOT is required to preserve the Roadway Design Plans PER T.C.A. 54-1-105(a). Per John's memo, TDOT has determined that these plans shall be preserved indefinitely, in some form. Original hard copies of plans older than 1950 will be transferred to TLSA. Original hard copies from 1950 to the present will be destroyed once the electronic copies have been verified by TDOT and placed in the “FileRoom” on FileNET. TDOT will provide TSLA with an electronic version of the plans in a format the Library and Archives is able to convert to microfilm. TSLA will keep the microfilm copies of the electronic records for long term storage. Electronic copies of all plan sheets are available for TSLA to create microfilm formatted records for their long term storage. Additionally, Hard copies of plan sheets older than 1950 will be transferred to TSLA for storage. Hardcopies of plan sheets from 1950 to the present will be destroyed once electronic version has been verified and placed in the “FileRoom” on FileNET. Electronic versions must be available indefinitely. 3. Agency Retention - Years Inactive: 30 years
Signed Form Received: 2013-06-04
PRC Meeting Date: 08-05-2013
PRC Comments: 1.Total Retention: 30 Years (then Permanent) 2. Disposition Notes: The files desingated "FileRoom" will never be deleted or purged. As designated in the memo from TDOT's General Counsel, John Reinbold, to you on August 15, 2011. TDOT is required to preserve the Roadway Design Plans PER T.C.A. 54-1-105(a). Per John's memo, TDOT has determined that these plans shall be preserved indefinitely, in some form. Original hard copies of plans older than 1950 will be transferred to TLSA. Original hard copies from 1950 to the present will be destroyed once the electronic copies have been verified by TDOT and placed in the “FileRoom” on FileNET. TDOT will provide TSLA with an electronic version of the plans in a format the Library and Archives is able to convert to microfilm. TSLA will keep the microfilm copies of the electronic records for long term storage. Additionally, Hard copies of plan sheets older than 1950 will be transferred to TSLA for storage. Hardcopies of plan sheets from 1950 to the present will be destroyed once electronic version has been verified and placed in the “FileRoom” on FileNET. Electronic versions must be available indefinitely. 3. Agency Retention - Years Inactive: 30 years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1449 10184 2013-08-05 Approved with Changes