| Worksheet ID: |
798 |
| Record Location: |
James K. Polk Bldg. - Suite 400
|
| File Arrangement: |
Alpha-numeric |
| Media Format Generated: |
Paper |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1965 - Current |
| Annual Accumulation: |
1 cu. ft.
.5 gb |
| Current Volume: |
9 cu. ft.
1 gb |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
2 |
| Past Year: |
2 |
| 2 - 5 Years: |
2 |
| Over 5 Years:
|
2 |
|
| Data Update Frequency: |
Yearly |
| Information Shared Outside of State: |
No |
| If Shared, List Agencies: |
|
| Essential Record: |
Yes - Original |
| Essential Record Stored: |
James K. Polk Bldg. - Suite 400
Electronic version stored on server and backed up accordingly. |
| Essential Record Media Type: |
Electronic |
| Confidential: |
No |
| Confidential Legal Citation: |
|
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
20 years then permanent |
| Agency Retention - Years Active: |
20 years |
| Agency Retention - Years Inactive: |
permanent |
| Records Center Retention Period: |
N/A |
| Final Disposition after Retention Expires: |
Migrate to Electronic Data |
| Legal Citation: |
TCA 54-21-101 through 54-21-123 and 23 CFR Part 750 Highway Beautification |
| Record Sample: |
No Sample |
| Legal Documentation: |
No Legal Documentation |
| Electronic Records Plan Inventory |
| System Name: |
TBD [Junkyard Control Permit Files] on the FileNet Server AG0319006WA096 |
| IT-ABC Number: |
|
| Hardware Description: |
The Junkyard Control Permit Files 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: |
The Junkyard Control Permit Files 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 TBD [Junkyard Control Permit Files]. Cumulative files on junkyard control permits issued as per T.C.A. 54-20-113. Contains applications (form DT-1365)for original & renewal permits, copied permit certificates, field inspection reports (DT-1366), copied receipts for fees & permit related correspondenence to and from applicant and agency.
Date Created: 1965
Format: .pdfa, .tif
Content Size: 1.5 GB
Location: South Data Center, located in location TBD [Control Permit Files] on the FileNet Server AG0319006WA096
|
