An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11036
Effective Date
Record Series Abstract
Records series includes but not limited to funeral records including: military discharge form, verification of eligibility form, burial benefits, correspondence with the Veterans Administration concerning eligibility, documents relating to proof of eligibility, certificates of death.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cutoff after burial of last eligible recipient.
Total Retention Years
75
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records received in paper and electronic. Paper is converted into electronic format and paper is given back or mailed to next of kin. Electronic records are maintained on approved enterprise content management system (ECM), after retention expires records are then sent to Tennessee State Library and Archives. Information from these records is transmitted to the United States Department of Veteran Affairs (USDVA) via the Burial Operations Support System (BOSS) to process veterans, spouse and eligible dependents burial benefits. It then becomes USDVA original record.
Worksheet
Record Location
Tennessee State Veterans Cemeteries, Tennessee Dept. of Veterans Services records officer has list of all locations.
File Arrangement
Alpha/Numeric/Chronological
Media Format Generated
Both
Date Range
August 2, 1990 to current
Agency
Allotment Code
32300
Annual Accumulation
50 cu ft, 2 GB
Current Volume
250 cu ft, 10 GB
Record Value
Administrative
Fiscal
Historic
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
United States Department of Veterans Administration (USDVA)
Essential Record
Yes - Original
Essential Record Stored
Electronic records are transmitted to USDVA via BOSS. Electronic records are maintained on an approved Enterprise Content Management System (ECM System), then sent to Tennessee State Library and Archives after the retention period expires.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
VA Handbook 6300.1, Related Directive: VA Directive 6300, Records and Information Management, Information generated and disseminated by teh National Archives and Records Administration (NARA)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
75 years
Retention Legal Citation
VA Handbook 6300.1, Related Directive: VA Directive 6300, Records and Information Management, Information generated and disseminated by the National Archives and Records Administration (NARA)
Electronic Records Plan Inventory
System Name
Enterprise FileNet System
Hardware Description
Virtual servers - 2 Content Platform Engines and 2 Application Engines at each data center for a total of 8 servers
Software Description
FileNet 5.2.0.3
System Location
Data Center South is Primary, Data Center North is DR site.
Backup Procedures
Backups occur nightly
Disaster Recovery
Bronze Level Disaster Recovery
Data Migration Description
Flat files will be sent from each office via secure SFTP and uploaded to the FileNet server
RDA Comments
Records Management Division (RMD)
01-26-2017
No recommended changes
Tennessee State Library and Archives
03-01-2017
The Library & Archives cannot accept records which, in whole or in part, contain information deemed confidential by statute. A DD-214 form is confidential for 75 years \\\\\\\"following the date it is recorded with or otherwise first comes into the possession of a governmental body.\\\\\\\" We recommend a retention of at least 75 years before transfer to TSLA. Agency may want to consider working with the Records Management Division on an interim electronic storage option.
Comptroller Audit Review
01-30-2017
We have reviewed RDA 11036 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-03-2017
We agree with the Library & Archives recommendation.
RMD Director
03-10-2017
RDA 11036 is a request to revise an RDA. The retention period will change from one hundred years and permanent to seventy five years and permanent, transfer to Library & Archives. The agency concurred with the recommendations from Library & Archives. The format will remain paper/electronic. The Abstract, Disposition notes, and Worksheet have been updated. Recommend approval of RDA 11036 with the following agreed upon changes: Total Retention: 75 years Agency Retention: 75 years
Public Records Commission
03-28-2017
PRC approves RDA 11036 with changes: Total Retention: 75 years Agency Retention: 75 years