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Capital Project Files and Financial Status Reports/Financial Records

RDA Number
000052_010
Effective Date
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
Yes
Cut Off at End of
Other
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
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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.
Allotment Code
31701
Record Location
20th Floor TN Tower File Room
File Arrangement
Alpha
Date Range
2000 to current
Annual Accumulation
15CF / 2GB
Current Volume
80 CF / 7GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Richards and Richards and F&A/OBF File Rm.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
2 years
Records Center Retention Period
28
System Name
ECM - Edison Object Store
Hardware Description
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.
Software Description
IBM Filenet software for the images, Microsoft SQL Server for the index values.
System Location
Replicated across Data Center North and Data Center South.
Backup Procedures
Daily tape backups
Disaster Recovery
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
1516