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Federal Highway Administration (FHWA) billing packages.

RDA Number
1969
Effective Date
Record Series Abstract
Computer generated report of billing vouchers, detailed billing reports, and billing tape listings, annotated with hand written notes regarding Federal reports and file corrections W/I the DOT STARS Accounting System. The report is generated on weekly basis with backup sent to Federal Highway Administration (FHWA).
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
12
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off: Maintain record in electronic format in agency for twelve years and then destroy by state approved methods. Older reports that were kept in paper or microfiche format are maintained in agency for twelve years and then destroyed by state approved methods. These reports were only maintained in microfiche until 1999.
Allotment Code
40100
Record Location
James K. Polk Bldg, Suite 800 Nashville, TN
File Arrangement
numeric
Date Range
1970 to 1999 - microfiche, 11/1988 to Current - electronic and paper
Annual Accumulation
0 cu. ft. .5 GB
Current Volume
36 cu. ft., 41 box of microfiche, 3 GB
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration
Essential Record
Yes - Original
Essential Record Stored
505 Deaderick Street suite 1800 Nashville Tennessee 37243 Shared drive k:(12shared) = JJ00019083WF012 until FileNet is complete
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
12 years
System Name
Federal Highway Administration (FHWA) billing packages] on the FileNet Server AG0319006WA096
Hardware Description
Federal Highway Administration (FHWA) billing packages 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
Federal Highway Administration (FHWA) billing packages 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
Federal Highway Administration (FHWA) billing packages are on 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.
Legacy Revision UUID
504