An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10144
Effective Date
Record Series Abstract
THE BIRTH DEFECTS REGISTRY CONTAINS DATA ON INFANTS WITH ONE OR MORE SERIOUS BIRTH DEFECTS. THE REGISTRY DATA IS USED TO IDENTIFY POSSIBLE AREAS FOR EPIDEMIOLOGIC STUDIES FOR PROGRAM PLANNING AND EVALUATION.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
20
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 20 YEAR(S) THEN DESTROY BY STATE APPROVED METHODS
Worksheet
Record Location
710 James Robertson Pkwy Andrew Johnson Building Nashville, TN 37243
File Arrangement
By certificate type and chronologically
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1996-Current
Agency
Allotment Code
34347
Annual Accumulation
2GB
Current Volume
300 gigabyte data/images
Record Value
Administrative
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Center for Disease Control
Essential Record
Yes - Original
Essential Record Stored
Family Health and Wellness 710 James Robertson Parkway Nashville, TN 37243. Data/images are maintained at OIR Data Center.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
20
Retention Legal Citation
TCA 68-5-506
Electronic Records Plan Inventory
System Name
BIRTH DEFECTS REGISTRY
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
Registry Plus provided by CDC, Microsoft SQL. Registry Plus is a suite of publicly available free software programs for collecting and processing cancer registry data, made available by CDC.
System Location
OIR Data Center
Backup Procedures
Daily data backup with weekly image tape back up 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
Data will be migrated to newer platforms as directed by CDC and OIR.
RDA Comments
Records Management Division (RMD)
09-08-2016
No recommend changes.
Tennessee State Library and Archives
09-08-2016
No recommended changes.
Comptroller Audit Review
09-08-2016
We have reviewed RDA 10144 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-13-2016
Thank you.
RMD Director
09-29-2016
RDA 10144 is a request to revise an RDA. The retention will remain twenty years and destroy and the format electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10144.
Public Records Commission
11-03-2016
PRC approves RDA 10144.