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Federally Funded Public Highway-Railroad Grade Crossing Safety Improvement Project Files.

RDA Number
11048
Effective Date
Record Series Abstract
Records created after projects are conducted for safety improvement at public highway-railroad grade crossings. Record may include communications, crash reports, Federal Railroad Administration inventory and collision reports, data history, funding requests, preliminary engineering report, National Environmental Policy Act documents, design documents, project documents, crossing photos, contracts, final inspection documents, invoices/payment vouchers, audit reports, and recommendations for crossing improvements.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Records are to be cut off when a railroad crossing or the intersecting roadway related to a project is destroyed or taken out of service.
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cut off: Maintain in agency in electronic or paper format for 10 years then destroy by State approved method.
Allotment Code
4056540000
Record Location
505 Deaderick Street, Suite 1800 Nashville, TN 37243
File Arrangement
Alpha and Numeric.
Date Range
1977 to current
Annual Accumulation
Paper: 4.0 cubic feet Electronic: 8.5 GB
Current Volume
Paper: 60 cubic feet Electronic: 47.0 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Highway Administration; Federal Railroad Administration; Local governments; Railroad companies including: CSX Transportation, Norfolk Southern, Canadian National, Burlington Northern Santa Fe, Kansas City Southern, Union Pacific, Caney Fork and Western, Chattanooga and Chickamauga, RJ Corman, East Tennessee Railway, Heritage Railroad, Hiwasee River, Knoxville and Holston River, KWT, Nashville and Eastern, Nashville and Western, Sequatchie Valley, South Central Tennessee, Tennessee Southern, TennKen, Walking Horse and Eastern, and West Tennessee.
Essential Record
Yes - Original
Essential Record Stored
Original record: Multimodal Transportation Resources Division 505 Deaderick Street, Suite 1800 Nashville, TN 37243 Copies sent to: Federal Highway Administration; Federal Railroad Administration; Local governments; Railroad companies including: CSX Transportation, Norfolk Southern, Canadian National, Burlington Northern Santa Fe, Kansas City Southern, Union Pacific, Caney Fork and Western, Chattanooga and Chickamauga, RJ Corman, East Tennessee Railway, Heritage Railroad, Hiwasee River, Knoxville and Holston River, KWT, Nashville and Eastern, Nashville and Western, Sequatchie Valley, South Central Tennessee, Tennessee Southern, TennKen, Walking Horse and Eastern, and West Tennessee.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 10-7-504; TCA 55-10-114; 23 USC 409; and 49 CFR 24.9
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
System Name
K:(12SHARED) = JJ0019083WF012.TDOT.STATE.TN.US-FOLDER (RAILROADS) NOTE: Documents are stored here while active. When inactive records are stored in FileNet.
Hardware Description
TDOT Multimodal Federal Funded records 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
TDOT Multimodal Federal Funded records 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
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.
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.
Data Migration Description
TDOT is working directly with the Records Management Division of the Office of the Secretary of State of Tennessee to update RDAs and facilitate the movement of records to the appropriate File Storage System. This process includes the review of RDAs, Records governed by those RDAs, and the movement from previously approved non-electronic formats and out of compliance electronic formats to formats that meet at least the minimum compliance levels of approved and mandated electronic formats.
Legacy Revision UUID
1882