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TDOT Contracts on State funded projects.

RDA Number
Effective Date
Record Series Abstract
Documents relating to contracts between Department of Transportation and vendors on state funded projects. Records include a copy of the final contract, statements of work, deliverable documentation, change order documentation, correspondence, invoices received for payment and other related documents.
Record Series Active
Cut Off at End of
If Other, Explain
Upon final payment made on the contract.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Maintain for seven (7) years; then destroy. All paper records converted to electronic format shall be verified for accuracy before destruction of paper record. Records before July 1, 2009 are in paper format and may be stored at state records center. Records after July 1, 2009 will be stored in electronic format on agency servers.
Allotment Code
Record Location
James K. Polk Building Suite 800
File Arrangement
Numeric and Alpha
Date Range
Annual Accumulation
7 GB
Current Volume
10 cu. ft.; 21 GB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Duplicate
Essential Record Stored
Copy Edison (after July 1,2009) Paper copy of contract maintained with copies of invoices in file as paper (before (July 1, 2009)
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
l year.
Records Center Retention Period
6 years
System Name
JJ01SDCWB00003 [SharePoint Site TBD] TDOT Contracts on State funded projects
Hardware Description
The TDOT Contracts on State funded projects are located on the SharePoint site on servers at the State of TN Enterprise VMWare farm OIR's South Datacenter (SDC) in Smyrna, TN. The VMWare farm physically resides and runs on a series of HP DL580 Class Servers.
Software Description
The TDOT Contracts on State funded projects are on the SharePoint site located at the State of TN Enterprise VMWare farm OIR's South Datacenter (SDC) in Smyrna, TN. The VMWare Farm runs on the current level of VMWare ESX Server which is 4.1, and all TDOT virtual servers are running Microsoft Server 2008 R2 as an operating system. SharePoint currently operates using SharePoint Server 2013 Enterprise. Version June 2013 15.0.4517.1005 CU
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. 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