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Highway Markings Work Order Files

RDA Number
1980
Effective Date
Record Series Abstract
Documents relating to work orders for highway markings which can include sign placements and pavement markings. Files contain sign placements and pavement markings. Files include work orders, inventory requisition forms and related documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Record series is cut off upon completion of project.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain in agency 5 years; then destroy. All paper records converted to electronic format shall be verified for accuracy before destruction of paper record.
Allotment Code
412.18
Record Location
Paper records are maintained in TDOT Regional Offices. Electronic records are stored on agency servers.
File Arrangement
numerical
Date Range
1998 to current
Annual Accumulation
9 cu ft paper / 5 GB
Current Volume
90 cu ft paper / 45 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
Paper records stored at TDOT Regional Offices; Electronic records stored on agency servers.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
System Name
Maintenance Management System (MMS)
Hardware Description
The Highway Markings Work Order Files are contained within the Maintenance Management System (MMS). Those records are maintained on the Oracle Database which is housed on The Oracle Database Server (ODBS) physically resides and runs on an HP DL380 class server.
Software Description
The Highway Markings Work Order Files are contained within the Maintenance Management System (MMS). Those records are maintained on the Oracle Database which 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
The Highway Markings Work Order Files are contained within the Maintenance Management System (MMS). Those records are maintained on the Oracle Database which 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
515