| Worksheet ID: |
2794 |
| Record Location: |
James K Polk Bldg - Suite 1800 |
| File Arrangement: |
Alpha / Numeric |
| Media Format Generated: |
Both |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1977 - current |
| Annual Accumulation: |
2 cu. ft. / 1 GB |
| Current Volume: |
10 cu. ft. / 1 GB |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
1 |
| Past Year: |
8 |
| 2 - 5 Years: |
0 |
| Over 5 Years:
|
0 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
If a certified vendor on our DBE list wants to be a vendor in another state we would share their information |
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
James K Polk Bldg - Suite 1800 |
| Essential Record Media Type: |
Paper |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
3 |
| Agency Retention - Years Active: |
3 |
| Agency Retention - Years Inactive: |
0 |
| Records Center Retention Period: |
3 |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
YES, 49 CFR PART 26 |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
FileNet |
| IT-ABC Number: |
|
| Hardware Description: |
Data is stored on the FileNet server which is housed in a Clustered Enterprise SQL 2016 Environment utilizing these devices: Filenet Content/Process Engines – 4 VM boxes against the F5 load balancer with EMC Isilon storage FileNet Application Engines – 4 farmed VM boxes against the F5 load balancer with EMC Isilon storage. Environment runs active/active between North and South Data Center. Replication between storage devices. |
| Software Description: |
Inspection Reports for Highway Bridges and Ancillary Highway Structures are on the FileNet servers which run Windows Server 2012 Enterprise 64-Bit R2 or later with these software packages for each portion of the enterprise software application: FileNet Content Platform Engine 5.5.0 Fix Pack 3 7 FileNet Application Engine/Content Navigator 3.0.4 Fix pack 6 IBM WebSphere 8.55 Fix Pack 13 Apache 2.4.37. |
| System Location: |
STS’s North and South Data Center, located in Nashville and Smyrna Tennessee, hosts the servers that will be utilized for the storage to comply with both the Statewide and TDOT Electronic Records Policy. |
| Backup Procedures: |
STS will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from STS’s South Data Center is to mirror the information at STS’s North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766. |
| Disaster Recovery: |
STS 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 the STS’s North Data Center for both operations and data. If both STS’s South Data Center and STS’s North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated. |
| Data Migration Description: |
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the TDOT Records Officer and the TDOT IT Director in accordance with the Section 3 of the TDOT ERP. Additionally, the TDOT IT Director will provide information and guidance to the TDOT Records Officer at the time of discovery regarding functional and operational performance of software and hardware that will change the status of file formats from Current to Twilight or Obsolete. The annual review process of file formats status and the level of in those file formats confidence, with regards to specific RDA retention requirements, will result in the generation of a File Type Confidence Report. Time for measuring the required three year limit for migration completion of affected data will begin at the time of discovery of the file format status change to Twilight or Obsolete, even if it is outside the annual review where it is reported with time remaining. The TDOT IT Director will advise and develop a solution to move the data to a Current file format that is appropriate to the RDA retention requirement for the specific data. This may include translation of the data to a Current file format, conversion to an acceptable Current File format to preserve the integrity of the information of the data, or movement of the data to a legacy architecture that maintains the environment where the file format is considered Current as long as this effort has full functional and operational support. |
| Metadata Description: |
Content Subject/Title: AG0319006WA096 - FileNet - location https://ae5.ecm.tn.gov/tdot/getContent?id=%7B5EDA418C-F543-4204-82FE-FA51FC372F4F%7D&objectStoreName=TDOT&objectType=folder. Contains This series consists of hand written and computer generated notes compiled by the designer of the bridge project. Date Created: 2004 Format: .pdfa, .tif Content Size: 65 GB Location: South Data Center, [Inspection Reports for Highway Bridges and Ancillary Highway Structures]located on the FileNet Server AG0319006WA096
** All New FileNet URL’s are https://ae5.ecm.tn.gov/navigator/?desktop=TDOT
|
