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Underground Storage Tank Remediations

RDA Number
2364
Effective Date
Record Series Abstract
Documentation of petroleum releases from previous TDOT facility underground storage tanks, the remedial action taken to correct the problem, documentation of events, project cost data, reports, technical descriptions, maps, and forms.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The files are to be cut off at the close of remediation project.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
After cutoff, maintain in agency for five (5) years. If paper records are converted to electronic format the electronic version will be verified for completeness and accuracy before destruction of the paper record. Destroy by state-approved method at end of retention period.
Allotment Code
401
Record Location
TDOT Headquarters, Polk Building 3rd floor. Electronic version on agency servers.
File Arrangement
Chronological.
Date Range
1999 to current
Annual Accumulation
2 cu ft. and 0.5 gigabytes
Current Volume
15 cu ft. and 3 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Federal Environmental Protection Agency
Essential Record
Yes - Original
Essential Record Stored
James K Polk Building Suite 300 and EnSafe database, Metro Center Nashville, TN and TDOT Servers located at the Tennessee Data Center South Smyrna, TN
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
N/A
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
Record Sample PDF
812.sample.pdf72.42 KB
System Name
Underground Storage Tank Remediations Files jj0019083wf012.tdot.state.tn.us K:Underground Storage Tank Remediations Files and JJ01SDCWB0
Hardware Description
The Underground Storage Tank Remediations Files are on located on Shared Drives and then inactive files are transferred to 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 Underground Storage Tank Remediations Files are on located on Shared Drives and then inactive files are transferred to 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. and EnSafe's database, Metro Center Nashville, TN provides a secondary location for working files.
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
812