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
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
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.
710 James Robertson Pkwy Andrew Johnson Tower Nashville, TN 37243
Chronologically and by certificate number
Media Format Generated
Current year and 99 years prior
80 cubic feet paper, 6 gigabytes electronic
8,000 cubic feet paper, 600 gigabytes data/images
Information Shared Outside the State
Social Security Administration, Centers for Disease Control & Prevention, and Other State Office of Vital Records.
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
Confidential Legal Citation
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
TCA 68-3-103, 68-3-205
Electronic Records Plan Inventory
Vital Records Information Systems Management (VRISM) for data and Tennessee Vital Records Image Processing System (TVRS) for images
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.
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.
OIR Data Center
Daily data backup with weekly image tape back up by OIR.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 10113 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
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.