An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10184
Effective Date
Record Series Abstract
ELECTRONIC PDF VERSIONS OF ROADWAY DESIGN PLANS DESIGNATED FILE ROOM THAT INCLUDE THE TITLE SHEET, ROADWAY TYPICAL SECTIONS, ROADWAY PLANS LAYOUT AND OTHER SHEETS THAT MAKE UP A ROADWAY DESIGN PLAN SET.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of Project
Total Retention Years
30
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The files desingated FileRoom will never be deleted or purged. As designated in the memo from TDOT's General Counsel, John Reinbold, to you on August 15, 2011. TDOT is required to preserve the Roadway Design Plans PER T.C.A. 54-1-105(a). Per John's memo, TDOT has determined that these plans shall be preserved indefinitely, in some form. Original hard copies of plans older than 1950 will be transferred to TLSA. Original hard copies from 1950 to the present will be destroyed once the electronic copies have been verified by TDOT and placed in the FileRoom on FileNET. TDOT will provide TSLA with an electronic version of the plans in a format the Library and Archives is able to convert to microfilm. TSLA will keep the microfilm copies of the electronic records for long term storage. Additionally, Hard copies of plan sheets older than 1950 will be transferred to TSLA for storage. Hardcopies of plan sheets from 1950 to the present will be destroyed once electronic version has been verified and placed in the FileRoom on FileNET. Electronic versions must be available indefinitely.
Worksheet
Record Location
Servers in Data Center North 12th and 13th Floors of the James K. Polk Building, Nashville, TN
File Arrangement
Original hard copies of the plan sheets are filed
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1917 - current
Agency
Allotment Code
40382
Annual Accumulation
160 gigabytes per year Current projects are developed electronically and provided electronically in PDF format and are digitally signed by the engineer of record. The final set of plan sheets is placed on FileNET in PDF format.
Current Volume
Current volume of existing hard copies of plan sheets is estimated at 1290 cubic feet. Current Projects are developed electronically. Historical hard copies are in Mylar, linen, and paper format and have been scanned to PDF format for long term storage. TDOT will provide TSLA with an electronic version of the plans in a format the Library and Archives is able to convert to microfilm. TSLA will keep the microfilm copies of the electronic records for long term storage.
Record Value
Administrative
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Yes, as requested by the public. Information or copies of the plan sheets are provided to the requestor.
Essential Record
Yes - Original
Essential Record Stored
Yes. As designated in the memo from TDOT's General Counsel, John Reinbold, to the Department of General Services on August 15, 2011. TDOT is required to preserve the Roadway Design Plans PER T.C.A. 54-1-105(a). Per John's memo, TDOT has determined that these plans shall be preserved indefinitely, in some form. Current Projects are developed and stored electronically in PDF format on FileNET. Historical hard copies are in Mylar, linen, and paper format and have been scanned to PDF format for long term storage. Original hard copies of plans older than 1950 will be transferred to TLSA. Original hard copies from 1950 to the present will be destroyed once the electronic copies have been verified and placed in the FileRoom on FileNET. TDOT will provide TSLA with an electronic version of the plans in a format the Library and Archives is able to convert to microfilm. TSLA will keep the microfilm copies of the electronic records for long term storage.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent Record to be kept indefinitely
Records Center Retention Period
0
Retention Legal Citation
TCA: 54-1-105(a) of TN Code provides that the Commissioner of Transportation ...shall keep on file copies of all plans, specifications, and estimates prepared by the Department.
Electronic Records Plan Inventory
System Name
ECM TDOT Design Division
Hardware Description
windows VM & Physical Servers
Software Description
Content Manager 4.5 PDF versions of scanned plan sheet sets, specifications and estimates. PDF versions of Roadway Design plans designated File Room that include the title sheet, roadway typical sections, roadway plans layout, and other sheets that make up a Roadway design plan set. The PDF files will be imported into FileNet.
System Location
Data Center North
Backup Procedures
Tape backups of the system are run daily, weekly, and monthly. The monthly backups are stored offsite at Iron Mountain. On file with OIR
Disaster Recovery
Access to all servers and data management systems is controlled through user login authentication. The servers are located in a secure server room, accessible only to Systems Administration staff. Tape backups of the system are run daily, weekly, and monthly. On file with OIR
Data Migration Description
PDF formatted copies of all plan sheets are available for TSLA to create microfilm formatted records for their long term storage. Additionally, Hard copies of plan sheets older than 1950 will be transferred to TSLA for storage.
RDA Comments
Records Management Division (RMD)
05-13-2013
Agree with the agency's retention and disposition requirements for the records series
Tennessee State Library and Archives
05-03-2013
1.TDOT may retain the originals in storage, turning them over to TSLA when they reach the age of 50 (?) years. At that time TSLA will microfilm and destroy. 2.TDOT may create a microfilm copy at the time of digitization, and destroy the originals, provided the microfilm is deposited at TSLA.
Comptroller Audit Review
06-10-2013
We have reviewed RDA 10184 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
06-04-2013
1. It is TDOT intention to provide the original media of plans to TSLA for plans 1950 and older. In addition the same plans will be available on filnet in electronic format or electronic file. 2. TDOT does not have the capability to create microfilm copies, but will make digitized copies available to TSLA.
RMD Director
06-13-2013
The proposed RDA 10184 meets retention and disposition standards. The following changes were discussed and agreed upon by TSLA and TDOT. 1.Total Retention: 30 Years (then Permanent) 2. Disposition Notes: The files desingated "FileRoom" will never be deleted or purged. As designated in the memo from TDOT's General Counsel, John Reinbold, to you on August 15, 2011. TDOT is required to preserve the Roadway Design Plans PER T.C.A. 54-1-105(a). Per John's memo, TDOT has determined that these plans shall be preserved indefinitely, in some form. Original hard copies of plans older than 1950 will be transferred to TLSA. Original hard copies from 1950 to the present will be destroyed once the electronic copies have been verified by TDOT and placed in the "FileRoom" on FileNET. TDOT will provide TSLA with an electronic version of the plans in a format the Library and Archives is able to convert to microfilm. TSLA will keep the microfilm copies of the electronic records for long term storage. Electronic copies of all plan sheets are available for TSLA to create microfilm formatted records for their long term storage. Additionally, Hard copies of plan sheets older than 1950 will be transferred to TSLA for storage. Hardcopies of plan sheets from 1950 to the present will be destroyed once electronic version has been verified and placed in the "FileRoom" on FileNET. Electronic versions must be available indefinitely. 3. Agency Retention - Years Inactive: 30 years
Public Records Commission
08-05-2013
1.Total Retention: 30 Years (then Permanent) 2. Disposition Notes: The files desingated "FileRoom" will never be deleted or purged. As designated in the memo from TDOT's General Counsel, John Reinbold, to you on August 15, 2011. TDOT is required to preserve the Roadway Design Plans PER T.C.A. 54-1-105(a). Per John's memo, TDOT has determined that these plans shall be preserved indefinitely, in some form. Original hard copies of plans older than 1950 will be transferred to TLSA. Original hard copies from 1950 to the present will be destroyed once the electronic copies have been verified by TDOT and placed in the "FileRoom" on FileNET. TDOT will provide TSLA with an electronic version of the plans in a format the Library and Archives is able to convert to microfilm. TSLA will keep the microfilm copies of the electronic records for long term storage. Additionally, Hard copies of plan sheets older than 1950 will be transferred to TSLA for storage. Hardcopies of plan sheets from 1950 to the present will be destroyed once electronic version has been verified and placed in the "FileRoom" on FileNET. Electronic versions must be available indefinitely. 3. Agency Retention - Years Inactive: 30 years