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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1170
Database ID: 1879
Record Series Title: TN Department of Transportation - Railroad Project Files.
Record Series Abstract: Diagnostic review (DTR), PROGRAM OPERATIONS FEDERAL AUTHORIZATION (form POFA-5), CERTIFICATION ACCEPTANCE (form CA-5), PRELIMINARY ENGINEERING (PE: The physical letter provided to utility firms authorizing them to incur cost for engineering necessary to respond to the department for utility coordination efforts.), approved estimate, approved railroad plans, external audit approval executed contracts, put to work letter, concurrent letters, supplemental contract, STARS transmittals, final bill, completion notices and non-general correspondence.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Fiscal year of project close.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After project close paper records may be digitized. After verification of the image paper record may be destroyed and electronic version kept for the remainder of the retention period.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1864
Record Location: Suite 600 James K. Polk Bldg 505 Deaderick St.
File Arrangement: Alpha Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1981 to current.
Annual Accumulation: 3 Cu.Ft./3 GB
Current Volume: 24 Cu.Ft/25 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 100
Past Year: 50
2 - 5 Years: 25
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Dept. of Transportation
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 yrs.
Agency Retention - Years Active: 5 yrs.
Agency Retention - Years Inactive: 5 yrs.
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: FileNet
IT-ABC Number:
Hardware Description: Windows VM & Physical Servers
Software Description: PDF versions of documents. The PDF files will be imported into FileNet.
System Location: OIR 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: OIR maintains and migrates data within the FileNet system. After verification of the scanned images in FileNet the paper records will be destroyed. The scanned images will be retained for the remainder of the retention period.
Metadata Description: Subject/Title Date Created File Format Content Size
Contact Information
Contact Name: Joe Shaw
Job Title: Records Coordinator
Address 1: Suite 600 James K. Polk Bldg
Address 2: 505 Deaderick St.
City: Nashville
Zip: 37243
Phone: 615-741-2891
Email: Joe.Shaw@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Jeff Hoge
Allotment Code: 403.40
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-16-2013 No recommended changes.
Tennessee State Libary and Archives: 09-17-2013 No recommended changes.
Comptroller Audit Review: 2013-10-30 We have reviewed RDA 1170 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 11-01-2013 No change recommendations. TDOT concurs with RMD, TSLA, and Audit
RMD Director Recomendations: 11-05-2013 RDA 1170 is a request to revise an existing RDA. Retention period will change from 30 years to 10 years. Changing format to store electronic version on servers rather than removable media (CD/DVD) in compliance with standards of electronic records policy. Recommend approval of RDA 1170 with 10 year retention.
Signed Form Received: 2013-11-04
PRC Meeting Date: 11-20-2013
PRC Comments:
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1879 1170 2013-11-20 Approved