An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10143
Effective Date
Record Series Abstract
VRISM Point of Sale Module is used to track orders placed for certificates of Birth, Death, Marriage, Divorce. The Point of Sale or issuance portion of the VRISM application allows for the processing and tracking of orders placed for certificates of Birth, Death, Marriage and Divorce. Fees received are noted and balanced for each request. On-line info allows staff to respond to public inquiry. Funds are tracked via Edison and Inovah.The current Vital Records Tracking System will be absorbed into the VRISM point of sale module and will be phased out.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Electronic records are maintained permanently in the office of Vital Records, data is migrated as advancements are made in technology. Funds are tracked via Edison and Inovah.
Worksheet
Record Location
710 James Robertson Pkwy Andrew Johnson Building
File Arrangement
By certificate type and chronologically
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
2015-current
Agency
Allotment Code
34320
Annual Accumulation
1 megabyte data
Current Volume
1 megabyte data
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 Data/images are maintained at STS Data Center.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
1200-07-01 (Rules), TCA 68-3-206 and TCA 68-3-207
Electronic Records Plan Inventory
System Name
Vital Records Information Systems Management (VRISM) for data and Tennessee Vital Records System.
Hardware Description
VRISM resides in the VMWare environment at State Data Center, web, application and database.
Software Description
VRISM is a proprietary web based vital records software product of ManTech International customized for Tennessee. Oracle is the database management software.
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/images are loaded onto redundant systems. Boot redundant systems monthly. Test annually.
Data Migration Description
Data migration typically occurs every 5-10 years as advancements are made in technology.
RDA Comments
Records Management Division (RMD)
03-15-2018
No recommended changes.03/08/18 Memo received from agency explaining permanent retention. Memo has been added to the legal citation.
Tennessee State Library and Archives
03-16-2018
No recommended changes.
Comptroller Audit Review
03-20-2018
We have reviewed RDA 10143 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
12-12-2016
Thank you.
RMD Director
03-29-2018
RDA 10143 is a request to revise an RDA. The retention period will change from six months to permanent. The format will remain electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Agency has provided memo explaining the reason for permanent retention in Legal Justification. Recommend approval of request to revise RDA 10143.
Public Records Commission
04-25-2018
PRC approves RDA 10143.