Record Series Abstract
Fiscal project file includes the entire financial record of all expenditures and contractual documents for a state building commission project(including the project status reports(formerly known as the 837 Reports). Includes any associated correspondence.
Record Series Active
Cut Off at End of
If Other, Explain
Fiscal Year after the last bond is sold on the project. If for any reason the bond project is reopened the thirty year period starts over.
Total Retention Years
Total Retention Months
Retention End Action
The files are to be cut off after the last bond is sold on the project. Maintain in agency 2 years, then transfer to state records center, and hold 28 years, then destroy. If for any reason the bond project is reopened the thirty year period starts over. Destroy by state approved methods after retention period ends.
20th Floor TN Tower File Room
2000 to current
15CF / 2GB
80 CF / 7GB
Information Shared Outside the State
Yes - Original
Essential Record Stored
Richards and Richards and F&A/OBF File Rm.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
ECM - Edison Object Store
Images are stored on two (replicated) Hitachi storage devices, while index values are stored in the shared SQL Server 2008 database environment(also replicated). Each database record has a pointer to the image file in describes.
IBM Filenet software for the images, Microsoft SQL Server for the index values.
Replicated across Data Center North and Data Center South.
Daily tape backups
OIR Silver Disaster Recovery Plan
Data Migration Description
The register (which had been generated by the legacy system and then printed) is now an input form in Edison. Data entered into the form is stored in an Edison database. Vouchers and other supporting documents are scanned into ECM via an Edison interface.
Legacy Revision UUID