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TDOT UTILITIES - GENERAL PROJECT FILES

RDA Number
837
Effective Date
Record Series Abstract
PROGRAM OPERATIONS FEDERAL AUTHORIZATION (form POFA-5), CERTIFICATION ACCEPTANCE (form CA-5), PRELIMINARY ENGINEERING (PE: The physical letter provided to utility firms authorizing them to incur cost for engineering necessary to respond to the department for utility coordination efforts.) LETTER, APPROVED CONSULTANTS, APPROVED EXTERNAL AUDIT REVIEW, EXECUTED CONTRACTS, PUT TO WORK LETTER, CONCURRANCE LETTER, SUPPLEMENT CONTRACTS, STARS TRANSMITTALS, FINAL BILL SUMMARY, COMPLETION NOTICE, NON-GENERAL CORRESPONDENCE, & EASEMENT SETTLEMENT DOCUMENTS.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
FISCAL YEAR WHEN PROJECT CLOSES.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After project close paper records may be digitized. After verification of the image paper record may be destroyed and electronic version kept for the remainder of the retention period.
Allotment Code
403.4
Record Location
Suite 600 James K. Polk Bldg. 505 Deaderick St. Nashville
File Arrangement
Alpha Numeric
Date Range
1992 to current.
Annual Accumulation
2 cu. ft/2 GB
Current Volume
22 cu.ft/25 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Department of Transportation.
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 yrs.
System Name
FileNet
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 for the remainder of the retention period.
Legacy Revision UUID
110