An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10113
Effective Date
Record Series Abstract
These records include but are not limited to Report of Foreign Birth, Abstract of Certificate of Birth, Removal Slip, Certificate of Live Birth, Birth Report of Foundling, and Delayed Certificate of Birth, and Vital Records Index.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
100
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 upon receipt. Electronic copies are uploaded into secure State server. Amendments to the Birth Record are processed and filed in the order received. Amendments to the Birth Record are attached electronically. Systems storing Birth Records are upgraded promptly as technology requires. Upon meeting the 100 year retention period, transfer original paper records to Tennessee State Library and Archives. Electronic records shall be maintained in the Office of Vital Records.
Worksheet
Record Location
710 James Robertson Pkwy Andrew Johnson Tower Nashville, TN 37243
File Arrangement
Chronologically and by certificate number
Media Format Generated
Both
Date Range
Current year and 99 years prior
Agency
Allotment Code
343.2
Annual Accumulation
80 cubic feet paper, 6 gigabytes electronic
Current Volume
8,000 cubic feet paper, 600 gigabytes data/images
Record Value
Administrative
Historic
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. After required retention period, paper records are sent to TN State Library and Archives.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 68-3-205
Does this Record Series Contain Sensitive Information?
No
Agency Retention
100 Years
Records Center Retention Period
None
Retention Legal Citation
TCA 68-3-103, 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
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/image is loaded onto redundant systems. Boot redundant systems monthly. Test annually.
Data Migration Description
Date migration typically occurs every 5-10 years as advancements are made in technology.
RDA Comments
Records Management Division (RMD)
07-28-2016
No recommended changes.
Tennessee State Library and Archives
07-28-2016
No recommended changes.
Comptroller Audit Review
08-01-2016
We have reviewed RDA 10113 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-16-2016
Thank you.
RMD Director
09-28-2016
RDA 10113 is a request to revise an RDA. The retention will remain permanent and the format paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10113.
Public Records Commission
11-03-2016
PRC approves RDA 10113.