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Contracts (Road Construction)

RDA Number
1972
Effective Date
Record Series Abstract
Documents relating to road construction contracts. File includes original contract books, notice of work order, deposit authorizations, activity reports, engineer estimates, revised estimates, supplemental agreements, correspondence and related documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After Final Payment. For Federally funded projects Closure means TDOT receives final payment from Federal Highways Administration.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut-off:_Retain paper records in agency one year after final payment then send to State Records Center for nine(9)years, then destroy by state approved methods. Retain electronic records in agency for ten (10) years, then destroy by state approved methods.
Allotment Code
40100
Record Location
James K. Polk Bldg, suite 800 Nashville, TN
File Arrangement
Numeric
Date Range
1984 to current date.
Annual Accumulation
20 cu. ft 3 GB
Current Volume
260 cu. ft. 25 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration
Essential Record
Yes - Original
Essential Record Stored
Suite 800 James. K. Polk Bldg Nashville, TN 37243-0329 Electronic copy maintained on shared server. Field offices also have paper copy of the contract.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 years paper; 10 years electronic
Records Center Retention Period
9 years paper
System Name
Contracts (Road Construction) - Site Manager
Hardware Description
Site Manager is an Oracle Database, which contains the information for Contracts (Road Construction) is housed on The Oracle Database Server (ODBS) physically resides and runs on an HP DL380 class server.
Software Description
Site Manager is an Oracle Database, which contains the information for Contracts (Road Construction) is housed on The Oracle Database Server (ODBS) which currently runs Microsoft Server 2008 R2 as an operating system with the OAS running 11G.
System Location
Site Manager is an Oracle Database, which contains the information for Contracts (Road Construction) is housed on The Oracle Database Server which resides at OIR's South Data Center, located in Smyrna Tennessee, and 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
507