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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2556
Database ID: 2634
Record Series Title: State Highway Construction Estimate Files
Record Series Abstract: Construction Bid Analysis, estimate files,project reference sheets,plan cost sheets, project item cost sheets. Construction estimate files used to quantify the various pay items calculated to be used in the construction of the respective project. A unit price is assigned to each item by a DOT estimator
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When structure is destroyed or replaced
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: After Cut off: Retain paper records in agency (5) five years, then destroy by state approved methods. Older records on microfilm are kept in agency five years after cut off, then destroyed by state approved methods. Microfilm is no longer being generated.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2828
Record Location: 505 Deaderick St Suite 400
File Arrangement: Chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic/Film
Date Range: 1991-current
Annual Accumulation: 2 cu. ft. / 10 GB
Current Volume: 72 cu ft. / 70 GB / film 3 rolls
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 10
Past Year: 10
2 - 5 Years: 5
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Federal Highway Administration (FHWA)
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: Yes, 49 cfr 18.42
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
Contact Information
Contact Name: Rhonda Coleman
Job Title: Records Coordinator
Address 1: James K. Polk Bldg. Suite 400
Address 2: 505 Deaderick St
City: Nashville
Zip: 37243
Phone: 615-253-2898
Email: Rhonda.Coleman@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Wayburn Crabtree
Allotment Code: 403.40
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 10-17-2019 Please provide information on how electronic records are maintained in the Disposition Notes.
Tennessee State Libary and Archives: 10-17-2019 No changes
Comptroller Audit Review: 2019-10-17 We have reviewed RDA 2556 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 00-00-0000
RMD Director Recomendations: 00-00-0000
Signed Form Received: 0000-00-00
PRC Meeting Date: 00-00-0000
PRC Comments:
PRC Action: Pending
RDA History
ID RDA PRC Reviewed PRC Action
978 2556 2015-03-30 Approved
2634 2556 0000-00-00 Pending