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Capital Projects Close-out and Record Documents

RDA Number
Effective Date
Record Series Abstract
These documents are between the State, Architects and Contractors to be used in the Construction and Maintenance of State Buildings as required by the State Building Commission which include but not limited to: Owner-Contractor Construction Contract, As-built Record Drawings, SBC-25 Form, Contractor's Final Application and Certificate for Payment, As-built Addenda and Change Orders, As-built Project Manual, SDG, HPBR and BIM checklist/tracking forms.
Record Series Active
Cut Off at End of
If Other, Explain
Upon project completion
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
The Capital Projects Record Documents are provided to the State by the Project Designer in Electronic Format on CD's. Upon project completion and receipt of Record Documents, the electronic version of the Record Documents will be saved on a Shared Network Drive and retained permanently. The CD's will be transferred to State Records Center for permanent retention. All Microfilm received prior to June 2016 will be kept permanently in its Original Format at the State Record Center.
Record Location
312 Rosa L. Parks Avenue, 3rd Floor, DGS-STREAM File Room and State Record Center
File Arrangement
Media Format Generated
Date Range
Allotment Code
Annual Accumulation
Electronic 5 gigabytes
Current Volume
Microfilm 1,786 rolls, Electronic 21 gigabytes
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
State Record Center
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
Records Center Retention Period
System Name
(A) GS_STREAM ( NAS Drive, (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 ag0319006wf525)
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 ag0319006wf525 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
Record Documents are now received only in Electronic Format, on CD's. They will remain in that respective format, saved to a Shared Network Drive and the CD's retained permanently at the State Record Center. All existing Microfilm received prior to June 2016 will remain in that respective format, scanned and saved to a Shared Network Drive and the existing Microfilm retained permanently at the State Record Center. The goal of this migration is to convert all existing Microfilm into Digital Format and to gather into a single location for storage, efficient 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 in locating needed Record Documents.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11131 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs. Thank you,
RMD Director
RDA 11131 is a request to revise an RDA. The retention period will remain permanent. The format will remain paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 11131.
Public Records Commission
PRC approves RDA 11131.