An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10108
Effective Date
Record Series Abstract
THESE RECORDS DOCUMENT THE ORIGINAL IDENTITY (THE ORIGINAL BIRTH CERTIFICATE) OF AN INDIVIDUAL AND THE SUPPORTING DOCUMENTATION THAT CAUSED A NEW LEGAL IDENTITY AND REPLACEMENT BIRTH CERTIFICATE TO BE CREATED FOR THE INDIVIDUAL. Includes forms: REQ. FOR FACTS FROM ADOPTION (PH-1141), CERT. OF ADOP.(PH-1248),APP. FOR NEW CERT. OF BIRTH BY SUBSEQUENT MARRIAGE OF PARENTS (PH-1673),CERTIFICATION OF BIRTH (PH-1997), APP. FOR RPT. OF FOREIGN BIRTH OF ADOPTED CHILD (PH-2591), NOTIFICATION OF ORDER 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 CLENDAR YEAR THEN;ALL PAPER COPIES ARE TO BE SCANNED/CONVERTED. BOTH PAPER AND ELECTONIC RECORDS ARE MAINTAINED PERMANENTLY UNDER SEAL IN THE OFFICE OF VITAL RECORDS AS STATED IN TCA 68-3-313.
Worksheet
Record Location
Paper: Office of Vital Records 710 James Robertson Parkway, 1st Floor Andrew Johnson Tower 421 5th Avenue North Nashville, TN 37243 Electronic: OIR Data Center
File Arrangement
Numeric, by calendar year and certificate number
Media Format Generated
Paper
Date Range
to
Agency
Allotment Code
37320
Annual Accumulation
50 linear feet paper, 1 gigabyte per year
Current Volume
2200 linear feet; 100 gigabytes electronic
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, reciprocating States Office of Vital Records.
Essential Record
Yes - Original
Essential Record Stored
Office of Vital Records 710 James Robertson Parkway, 1st Floor Andrew Johnson Tower 421 5th Avenue North Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
68-3-313, 36-1-126(d)(8)and(9)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
None
Retention Legal Citation
36-1-126 (d) (8) AND (9); 68-3-311; 68-3-205; 68-3-313
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 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 loded 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)
04-09-2015
No recommended changes
Tennessee State Library and Archives
04-09-2015
No recommended changes.
Comptroller Audit Review
04-09-2015
We have reviewed RDA 10108 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-23-2015
Agency concur. Thank you-
RMD Director
02-03-2016
RDA 10108 is a request to revise an RDA. The retention period will remain permanent and the format will be paper/electronic. the revision updates the Abstract and consolidates the paper and electronic RDAs for the same records series under one RDA. Recommend approval of request to revise RDA 10108
Public Records Commission
02-25-2016
PRC approves RDA 10108.