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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2362
Database ID: 810
Record Series Title: Bridge Roadway Approach Projects
Record Series Abstract: Records relating to county projects for off-system bridges using State matched funds including; contract, invoices, project action forms, estimated quantities of work, final inspection notice, and related correspondence for bridges projects constructed under the bridge grant program, prints of typical cross sections, layout, profile sheets and design structures.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: End of life of bridge/structure
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency 7 years then destroy by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 810
Record Location: 400 James K. Polk Building
File Arrangement: Alphabetic by county
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: 2011- Current
Annual Accumulation: 4 cubic feet
Current Volume: 12 cubic feet
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 240
Past Year: 1
2 - 5 Years: 2
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: A copy of records at the state records center or in electronic format on the State ECM (Filenet) system or in microfilm format at state records center.
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation:
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active: 1 year
Agency Retention - Years Inactive: 6 years
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: N/A
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TDOT Shared Drives / SharePoint
IT-ABC Number:
Hardware Description: Located on Shared Drives and then inactive files are transferred to the SharePoint site on servers at the State of TN Enterprise VMWare farm OIR’s South Datacenter (SDC) in Smyrna, TN. The VMWare farm physically resides and runs on a series of HP DL580 Class Servers.
Software Description: Located on Shared Drives and then inactive files are transferred to the SharePoint site located at the State of TN Enterprise VMWare farm OIR’s South Datacenter (SDC) in Smyrna, TN. The VMWare Farm runs on the current level of VMWare ESX Server which is 4.1, and all TDOT virtual servers are running Microsoft Server 2008 R2 as an operating system. SharePoint currently operates using SharePoint Server 2013 Enterprise. Version June 2013 15.0.4517.1005 CU
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, Format, Content Size, & Location
Contact Information
Contact Name: Alan Durham
Job Title: Records Coordinator
Address 1: 505 Deaderick Street, Suite 800
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-5616
Email: Alan Durham@tn.gov
Agency: Dept. of Transportation
Agency Head: Commissioner Clay Bright
Director: Jerry Hatcher - Maintenance Director
Allotment Code: 403.67
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 07-17-2014 Recommend that the cut off be the end of life of the bridge/structure and not end of the project. Retain for at least seven years after the new cut off. Recommend considering this record series Essential and keeping a copy of records at the state records center or in electronic format on the State ECM (Filenet) system or in microfilm format.
Tennessee State Libary and Archives: 07-17-2014 Concur with RMD comments.
Comptroller Audit Review: 2014-07-18 Audit concurs with RMD comments.
Agency: 11-20-2014 Agency agrees with considering record essential and keeping a copy of records at the state records center or in electronic format in FileNet system or in microfilm format.
RMD Director Recomendations: 01-27-2015 RDA 2362 is a request to revise an RDA. The retention period will change from zero years to seven years. Recommend changing the cut off from end of project to end of life of bridge/structure. This cut off will make it consistent with the cutoff for other bridge/structure records series. Recommend approval with the following changes: Cut off: End of life of bridge/structure Essential Record: Yes Essential Record Stored: A copy of records at the state records center or in electronic format on the State ECM (Filenet) system or in microfilm format at state records center. Electronic Inventory Section: Update to reflect TDOT permanent electronic storage Hardware Description: Located on Shared Drives and then inactive files are transferred to the SharePoint site on servers at the State of TN Enterprise VMWare farm OIR’s South Datacenter (SDC) in Smyrna, TN. The VMWare farm physically resides and runs on a series of HP DL580 Class Servers. Software Description: Located on Shared Drives and then inactive files are transferred to the SharePoint site located at the State of TN Enterprise VMWare farm OIR’s South Datacenter (SDC) in Smyrna, TN. The VMWare Farm runs on the current level of VMWare ESX Server which is 4.1, and all TDOT virtual servers are running Microsoft Server 2008 R2 as an operating system. SharePoint currently operates using SharePoint Server 2013 Enterprise. Version June 2013 15.0.4517.1005 CU 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, Format, Content Size, & Location
Signed Form Received: 2014-11-21
PRC Meeting Date: 03-30-2015
PRC Comments: RDA 2362 approved by the PRC with the following changes: Cut off: End of life of bridge/structure Essential Record: Yes Essential Record Stored: A copy of records at the state records center or in electronic format on the State ECM (Filenet) system or in microfilm format at state records center. Electronic Inventory Section: Update to reflect TDOT permanent electronic storage Hardware Description: Located on Shared Drives and then inactive files are transferred to the SharePoint site on servers at the State of TN Enterprise VMWare farm OIR’s South Datacenter (SDC) in Smyrna, TN. The VMWare farm physically resides and runs on a series of HP DL580 Class Servers. Software Description: Located on Shared Drives and then inactive files are transferred to the SharePoint site located at the State of TN Enterprise VMWare farm OIR’s South Datacenter (SDC) in Smyrna, TN. The VMWare Farm runs on the current level of VMWare ESX Server which is 4.1, and all TDOT virtual servers are running Microsoft Server 2008 R2 as an operating system. SharePoint currently operates using SharePoint Server 2013 Enterprise. Version June 2013 15.0.4517.1005 CU 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, Format, Content Size, & Location.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
810 2362 2015-03-30 Approved with Changes