An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10098
Effective Date
Record Series Abstract
THE BASIC PURPOSE OF THE RECORDS SERIES THESE RECORDS INCLUDE BUT ARE NOT LIMITED TO BIRTH, DEATH, MARRIAGE, DIVORCE, FETAL DEATH,AND INDUCED TERMINATION OF PREGNANCY STATISTICAL REPORTS. THE PURPOSE IS TO ENSURE THAT DATA FROM EACH INDIVIDUAL RECORD IS PROPERLY AND PROMPTLY RECORDED. THESE STATISTICAL DATA SYSTEMS COLLECT AND PROVIDE DATA THAT ARE USED BY HEALTH DEPARTMENT PROGRAMS AND NUMEROUS OTHER AGENCIES TO PLAN FOR AND EVALUATE THE HEALTH STATUS OF TENNESSEANS. THE FINAL DATA FILES ARE USED TO CREATE PUBLICATIONS, SPECIAL REPORTS, ROUTINE NEWS RELEASES, AND RESPOND TO DATA REQUESTS FROM INTERNAL AND EXTERNAL CUSTOMERS.
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
FILES ARE TO BE CUT OFF AT THE END OF EACH CALENDAR YEAR; STORED ON THE T DRIVE AND N DRIVE ELECTRONICALLY AT DATA CENTER SOUTH IN SMYRNA, TENNESSEE WITH BACKUP AT THE DATA CENTER IN BOULDER COLORADO. DESTROY AFTER 100 YEARS.
Worksheet
Record Location
DATA CENTER SOUTH, SMYRNA, TN
File Arrangement
Chronologically and by certificate number
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1950 - CURRENT
Agency
Allotment Code
34320
Annual Accumulation
44GB
Current Volume
2,132GB
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
HEALTH DEPARTMENTS IN EACH STATE and Social Security Administration
Essential Record
Yes - Original
Essential Record Stored
DATA CENTER SOUTH, SMYRNA, TN
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 68-3-205
Does this Record Series Contain Sensitive Information?
No
Agency Retention
100
Records Center Retention Period
N/A
Retention Legal Citation
63-3-301; 68-3-205; 68-3-206
Electronic Records Plan Inventory
System Name
Vital Events Statistical Data System
Hardware Description
VMware, OIR Data Center File Server currently resides on DC0419006WF000. Recovery requires a standard server with MS Windows 2003 or greater operating system with 210 gigabytes of available disk space. Database Server Currently resides on DC0419006WF000. Recovery requires a standard file server with Windows 2003 or greater operating system. Database on DC20SDCWB00001. Recovery requires an encrypted SQL Server 2008 with 35.02 gigabytes of available disk space
Software Description
FILESHARE
System Location
DATA CENTER SOUTH, SMYRNA, TN
Backup Procedures
Daily, by OIR, following OIR established policy & procedures. File server and database server backups are performed daily by OIR.
Disaster Recovery
OIR network recovery policy & procedures. Non-critical recovery time. Location: Data Center South RTO:> 2 weeks RPO: 24 hours OIR Level: Bronze
Data Migration Description
Date migration typically occurs every 5-10 years as advancements are made in technology.
RDA Comments
Records Management Division (RMD)
09-01-2016
No recommended changes
Tennessee State Library and Archives
09-01-2016
No recommended changes.
Comptroller Audit Review
09-01-2016
We have reviewed RDA 10098 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-06-2016
Thank you.
RMD Director
09-28-2016
RDA 10098 is a request to revise an RDA. The retention will remain one hundred years and destroy and the format electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10098.
Public Records Commission
11-03-2016
PRC approves RDA 10098.