An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11140
Effective Date
Record Series Abstract
These documents include Voluntary Acknowledgement of Paternity (PH-2595) and Rescission of Voluntary Acknowledgement of Paternity (PH-3490), and Affidavit of Indigency (PH-3500).
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. Records are digitized and verified after the amendment. Electronic records are uploaded onto secure State server. Paper records are then destroyed by secure shredding. Systems storing Birth Records are upgraded promptly as technology requires.
Worksheet
Record Location
710 James Robertson Parkway Nashville, TN 37243 and OIR Data Center
File Arrangement
Chronologically and by certificate number
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
1922 to current
Agency
Allotment Code
343.2
Annual Accumulation
1.25 gigabytes electronic
Current Volume
300 gigabytes data/images
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Social Security Administration, Centers for Disease Control & Prevention, and Other State Office of Vital Records
Essential Record
Yes - Original
Essential Record Stored
Office of Vital Records maintains the paper documents, data and images are maintained at OIR Data Center. Office of Vital Records, or state contracted records storage facility, maintains the paper documents.
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 Information 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 data base. 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 data base management software. TVRS is a Filenet imaging system.
System Location
Daily data backup with weekly image tape back up by OIR.
Backup Procedures
Bronze level, redundant systems located at secondary OIR Data Center. Back up data/image is loaded onto redundant systems. Boot redundant systems monthly. Test annually.
Disaster Recovery
Data migration typically occurs every 5-10 years as advancements are made in technology.
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 11140 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 11140 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 11140.
Public Records Commission
10-13-2015
PRC approves RDA 11140.