An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1985
Effective Date
Record Series Abstract
Original design drawings (24 X 36 mylar/linen) of interstate, highway and road structures, bridges, culverts, signs, noise walls, retaining walls, and pedestrian bridges.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cut-off upon replacement or destruction of structure.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Cutoff upon destruction or replacement of the structure; then maintain in agency 5 years. Destroy by state approved method after verification of electronic copy. Records prior to 1995 were maintained in microfilm/microfiche format. Due to the essential nature of these records, the originals are stored at state records center while the duplicates are stored in agency. Records generated after 1995 are maintained in electronic format. Destroy paper copy after verification of successful transfer to electronic format.
Worksheet
Record Location
Suite 1100, James K. Polk Bldg, 505 Deaderick Street, Nashville, TN 37243
File Arrangement
Alpha
Media Format Generated
Both
Date Range
1925 - current
Agency
Allotment Code
403.7
Annual Accumulation
60 cu.ft. 1 GB
Current Volume
4,000 cu.ft. 208 rolls 40 GB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
FHWA, Federal Highway Adminatration, Contractors and Consultants.
Essential Record
Yes - Duplicate
Essential Record Stored
James K. Polk Bldg. - Suite 1100, 505 Deaderick Street, Nashville, TN 37243
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
For the life of the structure.
Records Center Retention Period
For the life of the structure.
Retention Legal Citation
2030 CFR 650 SubPart C AASHTO Bridge Manual 2.3.2.4 (American Association of State Highway and Transportation Officials) Retention is determined based on interpretation of CFR reg, AASHTO recommendations and best practices.
Electronic Records Plan Inventory
System Name
Filenet, HQ
Hardware Description
Drawings for Bridge Projects and Highway Structures 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
Drawings for Bridge Projects and Highway Structures 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. 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)
04-17-2014
RDA missing Electronic Volume and Accumulation.
Tennessee State Library and Archives
04-17-2014
Concur with RMD comments.
Comptroller Audit Review
07-28-2014
Awaiting RMD requested information from agency.5/27/14 We have reviewed RDA 1985 from an audit standpoint. We concur with the recommended retention and disposition specifications.7/28/14
Agency Records Officer
07-03-2014
The Current Electronic Volume is 490gb and the Annual Accumulation is 1gb.
RMD Director
10-29-2014
RDA 1985 is a request to revise an RDA. The retention period will be life of the structure plus five years. The format will include paper, electronic, and microfilm. (Microfilm representing the older records.) Recommend approval of RDA 1985 with the following changes: Current volume: add 490gb Annual Accumulation: add 1gb
Public Records Commission
12-02-2014
RDA 1985 approved with the following changes by PRC. Current volume: add 490gb Annual Accumulation: add 1gb