State flag of Tennessee An official website of the Tennessee Secretary of State.

TRACT FILES

RDA Number
1944
Effective Date
Record Series Abstract
FILE SUPPORTS ACQUISITION OF PROPERTY TO BUILD HWYS & TO MANAGE RIGHT-OF-WAYS. FILES ARE BROKEN DOWN INTO 4 MAJOR CATEGORIES CONPROJECT CONTROL,PLAN REVISIONS,& INDIVIDUAL FILES CONTAINING PROPOSALS,RESOLUTIONS,ETC.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Fiscal year after final payment of property acquistion.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are to be scanned into an Enterprise Content Management (ECM)FileNet. Once the records are verifed and reviewed, the paper documents can be destroyed. After final payment of property acquistion has been paid, maintain in the database for the remainder of the retention period.
Allotment Code
403.4
Record Location
Polk Building, Right of Way Division
File Arrangement
Numerical - Department assigned project and tract
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
Information Shared Outside the State
Yes
Shared Agencies
US Department of Transportation
Essential Record
No
Confidential
No
Confidential Legal Citation
Records are confidential until the completion of property acquisition as per 49 CFR 24.9.
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Maintain in the database 5 years then destroy.
Records Center Retention Period
0
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 three years after cut off.
Legacy Revision UUID
479