An official website of the Tennessee Secretary of State.
Core Data
RDA Number
954
Effective Date
Record Series Abstract
Records consist of copies of accident reports, incident reports, derailment/rail equipment incident reports and related documents.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Retain in agency in paper and electronic format for five (5) years; then destroy by state approved method. All paper records converted to electronic format shall be verified for accuracy before destruction of paper record.
Worksheet
Record Location
505 Deaderick Street, Suite 1800 Nashville, TN 37243
File Arrangement
Alpha-Numeric
Media Format Generated
Both
Date Range
January 1, 2006 to current
Agency
Allotment Code
4056540030
Annual Accumulation
1/4 cubic foot 1 Gigabytes
Current Volume
1 cubic foot 2 Gigabytes
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Class 1 Railroads i.e. CSX Transportation, Norfolk Southern, Canadian National and Burlington Northern Santa Fe. All Shortline Railroads i.e. Caney Fork and Western, Chattanooga and Chickamauga, RJ Corman, East Tennessee Railway, Heritage Railroad, Hiwassee River, Knoxville and Holston River, KWT, Nashville and Eastern, Nashville and Western, Sequatchie Valley, South Central Tennessee, Tennessee Southern, Tennessee Valley Railroad Museum, Tennken Walking Horse and Eastern and West Tennessee.
Essential Record
Yes - Original
Essential Record Stored
505 Deaderick Street, Suite 1800 Nashville, TN 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Retention Legal Citation
Attached to this RDA is a pdf file showing the Federal Railroad Safety Administration Directive N1-399-08-12. This federal directive is *not* authoritative for the State of Tennessee. However, TDOT adheres to the federal retention schedule for the purposes of keeping Tennessee consistent with federal standards.
Electronic Records Plan Inventory
System Name
JJ01SDCWB00000 Railroad Safety Inspection System Database
Hardware Description
The Railroad Safety Inspection System is an Oracle Database which is housed on The Oracle Database Server (ODBS) physically resides and runs on an HP DL380 class server.
Software Description
The Railroad Safety Inspection System is an 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 Railroad Safety Inspection System is an 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.
RDA Comments
Records Management Division (RMD)
03-27-2014
No recommended changes.
Tennessee State Library and Archives
05-12-2014
No recommended changes.
Comptroller Audit Review
04-04-2014
We have reviewed RDA 954 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-12-2014
Agency agrees and has no recommended changes.
RMD Director
05-16-2014
RDA 954 is a request for a revision. The retention period will drop from seven years to five years, which will match the Federal retention (page 8 #16 on legal attachment). The electronic format will also be added to the RDA. Recommend approval of RDA 954.
Public Records Commission
05-27-2014
PRC approves RDA 954.