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Vegetation Maintenance Permits and Vegetation Control Permits

RDA Number
2976
Effective Date
Record Series Abstract
Records related to Vegitation Maintenance & Control Pemits including: Correspondence to and from applicant and agency, applications, certificates of insurance, bonds, inspection reports, site photos, renewal information, and issued permits.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cutoff upon release of vegetation bond.
Total Retention Years
20
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
After cutoff retain in agency for 20 years in paper format. Then scan to electronic format and destroy paper after verification of successful conversion and retain electronic records in agency permanently.
Allotment Code
401
Record Location
James K. Polk Bldg. Suite 400
File Arrangement
Numeric by Permit Number
Date Range
1983 - CURRENT
Annual Accumulation
3 cu.ft. 2 gigabytes
Current Volume
85 cu.ft. 4 gigabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
James K Polk Bldg. Suite 400 Electronic version on servers.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
20 years then permanent
Record Sample PDF
1170.sample.pdf817.89 KB
System Name
AG0319006WA096 - FileNet - location TBD [Vegetation Maintenance Permits]
Hardware Description
The Vegetation Maintenance Permits 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
The Vegetation Maintenance Permits 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. As new applications come in, we scan the old record and destroy the paper; keeping the new application in paper format.
Legacy Revision UUID
1170