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Core Data
RDA Number
1401
Effective Date
Record Series Abstract
REPORTS OF FETAL DEATH (PH-1668)
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
100
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
THE FILES ARE TO BE CUT OFF AT THE END OF EACH CALENDAR YEAR THEN, MAINTAIN IN AGENCY 100 YEAR(S); THEN DESTROY.
Worksheet
Record Location
OFFICE OF VITAL RECORDS, 710 JAMES ROBERTSON PARKWAY, NASHVILLE, TN 37243 1ST FLOOR ANDREW JOHNSON TOWER
File Arrangement
OTHER - BY DATE
Media Format Generated
Both
Date Range
1990 - CURRENT
Agency
Allotment Code
34320
Annual Accumulation
7 Cubic Feet
Current Volume
14 Cubic Feet
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
OFFICE OF VITAL RECORDS, 710 JAMES ROBERTSON PARKWAY, NASHVILLE, TN 37243 ANDREW JOHNSON TOWER 1ST FLOOR
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
TCA 68-3-504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
100 YEARS
Records Center Retention Period
N/A
Retention Legal Citation
TCA 68-3-504
Electronic Records Plan Inventory
System Name
Vital Records Information Systems Management (VRISM) for data and Tennessee Vital Records Image Processing System (TVRS) for images
Hardware Description
VRISM resides in the VMWare environment at OSTS Data Center, web, application and data base. TVRS is a Unix server with a MSAR (RAID) storage system over 2 terabytes storage capacity.
Software Description
VRISM is a proprietary web based vital records software product of ManTech International customized for Tennessee. Oracle is the data base management software. TVRS is a Filenet imaging system.
System Location
STS Data Center
Backup Procedures
Daily data backup with weekly image tape back up by STS
Disaster Recovery
Bronze level, redundant systems located at secondary STS Data Center. Back up data/image is loaded onto redundant systems. Boot redundant systems monthly. Test annually.
Data Migration Description
Date migration typically occurs every 5-10 years as advancements are made in technology.
RDA Comments
Records Management Division (RMD)
05-26-2016
Please clarify if abstract only consist of one form or if there is any other information that can be provided. Please expand on disposition notes, explain if these items are microfilmed. Is the record kept more than a 100 years. What is final disposition microfilm or destroy? Why is the retention period increasing from ten years to one hundred years?
Tennessee State Library and Archives
05-26-2016
TSLA concurs.
Comptroller Audit Review
05-26-2016
Audit concurs with RMD comments.
Agency Records Officer
06-02-2016
Due to TCA 68-3-504 parents are allowed to request a certificate of birth resulting in still birth. Currently there are electronic records (statistical files) dating back as far as 55 years. Vital Records made the decision to hold these records for 100 years which is the same as the normal birth records. Vital Records will have statistical records dating from 1960-current. Paper records are dated 1995-current. Final disposition is to destroy paper and electronic after 100 years. These records are not microfilmed. They are scanned into the statistical system which is under current RDA 10078 which is now being merged into 10098 (Statistical Data Systems).
RMD Director
06-03-2016
RDA 1401 is a request to revise an RDA. The retention period will increase from ten years to one hundred years and destroy. The format will change to paper/electronic. The agency answered reviewer questions and explained the reason for the increased retention is to bring it in line with births and deaths and be better able to provide complete statistical information. Agency provided worksheet electronic information, which has been added so the PRC may view prior to the meeting. Agency also provided wording for Disposition update. Recommend approval of RDA 1401 with the following changes: Disposition Notes: Files are cut off each calendar year and maintained in paper and electronic format for one hundred years. At the end of the retention period destroy paper and electronic records by state approved methods.
Public Records Commission
06-22-2016
PRC approves RDA 1401 with following changes: Disposition Notes: Files are cut off each calendar year and maintained in paper and electronic format for one hundred years. At the end of the retention period destroy paper and electronic records by state approved methods.