An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11139
Effective Date
Record Series Abstract
Amendment documents attached to the Birth, Death, Marriage, and Divorce files of the Vital Records Office. These files include: Certified Copies of Court Orders, Copies of Personal Records, Sworn Statement (PH-1186), Affidavits of Natural Parents (PH-1859) certified copies of Court Orders, copies of personal records (i.e., military records, school records, health records, etc.), Sworn Statement (PH-1186), and affidavits as well as any documentation used to amend or correct these records such as copies of personal records (i.e., military records, school records, health records, etc.).
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
The files are to be cut off at the end of each calendar year. All sealed records and amendment files stay in Vital Records (VR). Records are digitized and verified after processing the amendment. Electronic copies are uploaded onto secure State server. Paper records are then destroyed by secure shredding. Systems storing birth, death, marriage & divorce records are upgraded promptly as technology requires. Electronic records are maintained permanently in the office of Vital Records.
Worksheet
Record Location
1st Floor 710 James Robertson Parkway Nashville TN 37243 Electronic/digital OIR Data Center
File Arrangement
By certificate type and chronologically
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
1922 to current
Agency
Allotment Code
34320
Annual Accumulation
6 gigabyte data/images
Current Volume
300 gigabyte data/images
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Social Security Administration, Centers for Disease Control and Prevention, FBI, Consumer Product Safety, recipricating States Office of Vital Records
Essential Record
Yes - Original
Essential Record Stored
1st Floor 710 James Robertson Parkway Nashville TN 37243 Electronic/digital OIR Data Center
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 68-3-205
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
TCA 68-3-205
Electronic Records Plan Inventory
System Name
Vital Records Infomation Systems Management (VRISM) for data and Tennessee Vital Records Image Processing System (TVRS) for images
Hardware Description
VRISM resides in the VMWare environment at OIR Data Center, web, application and database. 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 database management software. TVRS is a Filenet imaging system.
System Location
OIR Data Center
Backup Procedures
Daily data backup with weekly image tape back up by OIR.
Disaster Recovery
Bronze level, redundant systems located at secondary OIR 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)
09-18-2015
No recommended changes.
Tennessee State Library and Archives
09-18-2015
No recommended changes.
Comptroller Audit Review
09-21-2015
We have reviewed RDA 11139 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
09-21-2015
Agree with RMD
RMD Director
09-23-2015
RDA 11139 is a request for a new RDA. The retention period will be permanent and the format will be electronic. These are essential records for the Health Department\\\'s Vital Records area and utilize redundant storage systems. Recommend approval of request for new RDA 11139.
Public Records Commission
10-13-2015
PRC approves RDA 11139.