| Worksheet ID: |
479 |
| Record Location: |
Polk Building, Right of Way Division |
| File Arrangement: |
Numerical - Department assigned project and tract |
| Media Format Generated: |
Both |
| Media Format Stored: |
Electronic: Raster Image |
| Date Range: |
01/01/1992 to current. |
| Annual Accumulation: |
100 CU FT/8.4 GB |
| Current Volume: |
1058 CU FT/84.64 GB |
| Record Value: |
Administrative, Fiscal, Legal |
| Audit Requirements: |
Both |
| Reference Frequency: |
| Current Year per Month: |
100 |
| Past Year: |
75 |
| 2 - 5 Years: |
50 |
| Over 5 Years:
|
25 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
US Department of Transportation |
| Essential Record: |
No |
| Essential Record Stored: |
|
| Essential Record Media Type: |
|
| Confidential: |
Yes |
| Confidential Legal Citation: |
Records are confidential until the completion of property acquisition as per 49 CFR 24.9. |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
Maintain in the database 5 years then destroy. |
| Agency Retention - Years Active: |
0 |
| Agency Retention - Years Inactive: |
5 |
| Records Center Retention Period: |
0 |
| Final Disposition after Retention Expires: |
Destroy |
| Legal Citation: |
49CFR24.9 |
| 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 three years after cut off. |
| Metadata Description: |
Subject/Title Date Created File Format Content Size |
