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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1988
Database ID: 519
Record Series Title: Shop/Sign Design Drawings
Record Series Abstract: Documents relating to materials to be used in a project and signs. Included are blue line drawings, aperture cards, Sign shop drawings, correspondence and related documentation. Calculations may be included in the file.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cutoff upon destruction or replacement of the structure.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Cutoff upon destruction or replacement of the structure; then maintain in agency 5 years. Destroy by state approved method after verification of electronic copy. Records prior to 1995 were maintained in microfilm/microfiche format. Due to the essential nature of these records, the originals are stored at state records center while the duplicates are stored in agency. Records generated after 1995 are maintained in electronic format. Destroy paper copy after verification of successful transfer to electronic format.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 519
Record Location: Suite 1100 James K. Polk Bldg., Nashville, TN 37243
File Arrangement: Alpha
Media Format Generated: Electronic
Media Format Stored: Electronic/Film
Date Range: 1980 to current
Annual Accumulation: 5 CF paper, 1 gb,
Current Volume: 45,000 apperture cards; 70 rolls microfilm; 2500 CD's; 24 cubic feet paper 5 gbs
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 25
Past Year: 25
2 - 5 Years: 5
Over 5 Years: 1
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: Consultants / Contractors
Essential Record: Yes - Duplicate
Essential Record Stored: Suite 1100 James K. Polk Bldg., Nashville, TN 37243 and State Records Center.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Other
Media Recommendation Other: Electronic / Film / Apperture Cards
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive:
Records Center Retention Period: For the life of the structure.
Final Disposition after Retention Expires: Destroy
Legal Citation: 2030 CFR 650 SubPart C AASHTO Bridge Manual 2.3.2.4 (American Association of State Highway and Transportation Officials). Retention is determined based on interpretation of CFR Reg, AASHTO recommendations and best practices.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Filenet / Pdrive
IT-ABC Number:
Hardware Description: Reports for Bridge Projects and Highway Structures are on the FileNet server which is housed in a Clustered Enterprise SQL 2008 Environment utilizing these devices: Filenet Content Engines – HP DL580G7 32Proc 128 GIG Ram X 3 boxes Filenet Process Engines – 2 farmed VM boxes against the F5 load balancer FileNet Application Engines – 2 farmed VM boxes against the F5 load balancer with a Hitachi HDI/HCAP Content Platform for data replication to the South Data Center.
Software Description: Reports for Bridge Projects and Highway Structures are on the FileNet servers which run Windows Server 2008 Enterprise 64-Bit R2 or later with these software packages for each portion of the enterprise software application: FileNet Content Engine 4.5.1 Fix pack 7 FileNet Process Engine 4.5.1 Fix Pack 2 FileNet Application Engine/WorkplaceXT 115.2 FileNet InfoSphere Enterprise Records 4.5.1 Fix pack 2 IBM Websphere 7.0 Fix Pack 27 IBM HTTP Server 7.0.
System Location: OIR’s South Data Center, located in 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: OIR 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 OIR’s South Data Center is to mirror the information at OIR’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: OIR 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 OIR’s North Data Center for both operations and data. If both OIR’s South Data Center and OIR’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 http://ae.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, [Design Notes for Bridge Projects and Highway Structures]located on the FileNet Server AG0319006WA096
Contact Information
Contact Name: Janet Brooks
Job Title: Records Coordinator
Address 1: 505 Deaderick Street
Address 2: Suite 1100 James K. Polk Bldg.
City: Nashville
Zip: 37243
Phone: 615-741-5391
Email: Janet.Brooks@tn.gov
Agency: Dept. of Transportation
Agency Head: Clay Bright
Director: Ted Kniazewycz
Allotment Code: 403.70
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 04-17-2014 No recommended changes.
Tennessee State Libary and Archives: 04-17-2014 Concur with RMD comments.
Comptroller Audit Review: 2014-05-27 We have reviewed RDA 1988 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-03-2014 Agency agrees and has no recommended changes.
RMD Director Recomendations: 07-22-2014 RDA 1988 is a request to revise an RDA. The retention period will increase from administrative value to five years. The format will include electronic records and microfilm, the microfilm being of older records. Recommend approval of RDA 1988.
Signed Form Received: 2014-06-06
PRC Meeting Date: 09-10-2014
PRC Comments: PRC approved RDA 1988.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
519 1988 2014-09-10 Approved