An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10112
Effective Date
Record Series Abstract
THESE RECORDS INCLUDE BUT ARE NOT LIMITED TO REPORTS, VITAL RECORDS INDEX, FORMS AND CERTIFICATES USED TO RECORD EVENTS OF DEATHS, MARRIAGES AND DIVORCES IN TENNESSEE . These files include Certificate of Death, Delayed Report of Diagnosis - Death, Certificate of Marriage, and Certificate of Divorce or Annulment.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
50
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 are processed and filed in the order received and are attached electronically. Systems storing death, marriage & divorce records are upgraded promptly as technology requires. Both paper and electronic copies are to be maintained by VR for a total of 50 years after cut off. Paper records are stored in agency for 1 year after cut off, then transferred to the State Records Center for 49 years. After the end of the 50 year retention periods, original hard copy paper records are transferred to Tennessee state Library and Archives (TSLA). At the end of the 50 year retention period, electronic records are maintained permanently in the office of Vital Records.
Worksheet
Record Location
710 James Robertson Pkwy Andrew Johnson Building Nashville, TN 37243
File Arrangement
By certificate type and chronologically
Media Format Generated
Paper
Date Range
Current year and back 49 years
Agency
Allotment Code
34320
Annual Accumulation
80 cubic feet paper, 6 gigabyte data/images
Current Volume
4000 cubic feet paper, 300 gigabyte 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 and Prevention, FBI, Consumer Product Safety, recipricating States Office of Vital Record
Essential Record
Yes - Original
Essential Record Stored
Office of Vital Records 710 James Robertson Parkway Nashville, TN 37243 Data/images are maintained at OIR Data Center.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 68-3-205
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 year (paper), 50 years (electronic)
Records Center Retention Period
49 years (paper)
Retention Legal Citation
TCA 68-3-103, 68-3-205, 68-3-Part 4, 68- 3-Part 5
Electronic Records Plan Inventory
System Name
Vital Records Infomation 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 loaded 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)
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 10112 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 10112 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 10112.
Public Records Commission
11-03-2016
PRC approves RDA 10112.