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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11130
Database ID: 2054
Record Series Title: Capital Project Files
Record Series Abstract: Contracts, Plans, Specifications excluding Record Documents between the State, Architects and Contractors to build and maintain state buildings which include but not limited to: 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 Report, 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.
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The Capital Project Paper Files will be maintained in Agency for 2 years after project completion, then transferred to the State Record Center for 8 years. The Electronic Records are maintained in agency for 10 years. At the end of the total retention period both paper and electronic records will be destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2057
Record Location: 312 Rosa L. Parks Avenue, 3rd Floor, DGS-STREAM File Room
File Arrangement: Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1995 to current
Annual Accumulation: Paper 150 cu.ft., Electronic 30 gigabytes
Current Volume: Paper 2,105 cu.ft., Electronic 235 gigabytes
Record Value: Administrative, Fiscal, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 25
Past Year: 15
2 - 5 Years: 10
Over 5 Years: 5
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 Rm and State Records Center
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 2 years
Agency Retention - Years Active: 2 years
Agency Retention - Years Inactive: 0
Records Center Retention Period: 8 years
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: (A) GS_STREAM (\\\\\\\\10.172.13.229)(N:) NAS Drive, (B) STREAM (\\\\\\\\ag0319006wf525)(H:)
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 ag0319006wf525)
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 ag0319006wf525 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 Capital Project 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 Capital Project Files will be in the folder structure.
Contact Information
Contact Name: Donelson O. Howell
Job Title: STREAM Records Officer
Address 1: 312 Rosa L. Parks Avenue
Address 2: Tennessee Tower
City: Nahsville
Zip: 37243
Phone: 615-603-9063
Email: Donelson.Howell@tn.gov
Agency: Dept. of General Services
Agency Head: Robert E. Oglesby, Commissioner
Director: Ted Hayden
Allotment Code: 32107
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 08-13-2015 No recommended changes
Tennessee State Libary and Archives: 08-13-2015 No recommended changes.
Comptroller Audit Review: 2015-08-13 We have reviewed RDA 11130 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-02-2015 Agency agrees with no recommended changes.
RMD Director Recomendations: 09-15-2015 RDA 11130 is a request for a new RDA. The records series will be retained thirty-five years in paper/electronic formats. Recommend approval of request to create RDA 11130.
Signed Form Received: 2015-09-14
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 11130.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2054 11130 2015-10-13 Approved