An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11219
Effective Date
Record Series Abstract
This series contains all project files and records for New Facility Roof Projects and Reroof Projects, excluding Record Documents, between the State, Architects and Contractors to build and maintain State Buildings which include but not limited to: Contracts, Plans, Specifications, Roof Warranties, Roof Bonds Contract Bonds, Amendments, Supplements, Change Orders, Addendum, Bid Documents, Certificates of Substantial Completion, Certificate of Insurance, Year End Warranty Certificate, Fire Marshall Certificate of Occupancy, Punch List, Schedules, Pay Applications, Emails, Job Order Contract Projects, Consent of Surety, RFP's RFI Logs, Notice to Proceed Letters, Field/Observation Reports, Photographs, Construction Progress Reports, Designer Cost Estimates, Designer Services Request Approvals, Meeting Notes, Letters, Transmittals.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
At the completion of the project or Year End Warranty.
Total Retention Years
20
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper records may be converted to electronic format and destroyed after verified for completeness and accuracy. Any paper records not converted will be maintained a period of 2 years past the completion of the project, or Year End Warranty Period, then transferred to the State Record Center for 18 years. The Electronic Records are maintained in agency for 20 years. When these records have reached the end of the total retention period the records will be destroyed.
Worksheet
Record Location
312 Rosa L. Parks Avenue, 3rd & 24th Floors
File Arrangement
Numeric
Media Format Generated
Both
Date Range
1995 to current
Agency
Allotment Code
32107
Annual Accumulation
Paper 6.5 cu.ft., Electronic 2.5 Gigabytes
Current Volume
Paper 50 cu.ft., Electronic 20 Gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Veterans Affairs, FCC, EPA-TDEC, Forestry-Department of Interiors, TOSHA, OSHA, Labor & Workforce.
Essential Record
Yes - Original
Essential Record Stored
Tennessee Tower, DGS-STREAM File Room and State Records Center
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Records Center Retention Period
18
Electronic Records Plan Inventory
System Name
(A) ba_gs_stream(fosmb.nas01.tn.gov(Isilon Server)), (B) STREAM(.
Hardware Description
(A) Oracle NAS storage, (B) Solaris 10 Master Server
Software Description
(A) Oracle NAS appliance,(B) Netbackup 6.5.6 backup software
System Location
(A) Data Center North-Primary, (B) Data Center North-Primary, Data Center South for secondary (copy 2 for AG03SDCWF0025)
Backup Procedures
(A) An incremental backup is taken once a day and maintained for one month. A full backup is taken once a month and sent offsite for 7 years. Backups are straight to tape. (B) Backup is conducted everyday. Full Backup on Friday, Incremental backups Saturday- Thursday. Data Domain disk storage is the backup media. All backups are on disk for 30 days and duplicated between the two data centers. Once a month, around the last weekend of the month, on a Friday, the full backup is vaulted to tape which is an LT04 tape. Media servers that backup AG03SDCWF0025 are Linux Red Hat. We use data domain 890, the second copy to a data domain 890 for backups, and a L700 storage tek tape library for offsite storage on a monthly basis.
Disaster Recovery
Both (A) and (B) Drives are the same process. Backup media is stored at Iron Mountain. Restore process is via a Help Desk Ticket. If it's older than 30 days we will have to recall a case from Iron Mountain for the next business day. If the restore is an emergency then we will submit an emergency delivery from Iron Mountain. An emergency delivery can take up to 3 hrs by contract. There is a cost for an emergency delivery.
Data Migration Description
Capital Project Files are in Paper/ Electronic format each will remain in their respective format. The goal of this migration is to gather all of the Electronic Capital Project data files into a single location for storage, easy retrieval and to aid the archival and research process. The migration strategy is to create a common folder structure on the STREAM Share Drive and have all Capital Project Staff utilize this structure. The existing electronic Capital Project Files will be worked into the new structure. Once the Capital Project Files have met their retention period, both electronic and paper files will be destroyed.
RDA Comments
Records Management Division (RMD)
03-16-2017
No recommended changes.
Tennessee State Library and Archives
03-16-2017
No recommended changes.
Comptroller Audit Review
03-20-2017
We have reviewed RDA 11219 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-20-2017
Agency concurs with no recommended changes. Thank you.
RMD Director
04-19-2017
RDA 11219 is a request to create an RDA. The retention period will be twenty years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11219.
Public Records Commission
09-07-2017
PRC approves RDA 11219.