An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2090
Effective Date
Record Series Abstract
These records include but are not limited to Vaccines for Children (VFC) provider agreement signature pages; VFC provider electronic documents; VFC Provider Temperature Excursions Reports; VFC Site Visit Documentation; Classroom/Daycare Immunization Audit Reports;STATUS RPT., NON-PUBLIC SCHOOL IMM. STATUS RPT., NON-PUBLIC ETC.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are now generated electronically and may be received in multiple electronic formats (i.e. PDF, DOC, picture, email, electronic fax, etc.). Immunization Program records are retained for five (5) years and then destroyed by state approved methods.
Worksheet
Record Location
Immunization Program File Cabinets - 3rd Floor, Andrew Johnson Tower, 710 James Robertson Pkwy, Nashville Central Office (\\AG03SDCWF00533\DC\Data)H:\VFC Provider eRecords ;Portable 500GB Hard Drive of VFC Operations Manager (State Tag # L61015) (It serves only as a on-site temporary reference during unanticipated network outage).
File Arrangement
Numeric by PIN # or Tracking #
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1993 - Current
Agency
Allotment Code
34349
Annual Accumulation
2GB
Current Volume
35.26GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
CENTER FOR DISEASE CONTROL UPON REQUEST
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Records Center Retention Period
0
Retention Legal Citation
NO
Electronic Records Plan Inventory
System Name
Network H Drive: (AG03SDCWF00533)
Hardware Description
VMware Virtual Server
Software Description
Windows 2012 R2 Server
System Location
STS DATA CENTER SOUTH, SMYRNA, TN
Backup Procedures
Standard file level backup services are provided with EMC Avamar Backup. Backup is run nightly on all STS managed servers. Nightly backup consist of incremental backup to disk storage and is replicated to the alternate STS site. The Portable Hard-drive is backed up quarterly by the VFC Operations Manager. It serves only as a on-site temporary reference during unanticipated network outage.
Disaster Recovery
In the event of data loss at a facility data will be recovered either from backup disk or the replicated storage at the alternate facility
Data Migration Description
Electronic records are located on the Network Shared Drive which is managed by the State IT Department (STS). If necessary, STS would oversee the transfer of electronic Program records from the Network Shared Drive to the new designated secure network location.
RDA Comments
Records Management Division (RMD)
05-17-2018
No recommended changes.
Tennessee State Library and Archives
05-31-2018
No recommended changes.
Comptroller Audit Review
05-22-2018
We have reviewed RDA 2090 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-22-2018
Thank you
RMD Director
09-25-2018
RDA 2090 is a request to revise an RDA. The retention period will change from two years to five years and destroy. The format will change to Electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2090.
Public Records Commission
10-30-2018
PRC approves RDA 2090.