An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10212
Effective Date
Record Series Abstract
Records consist of personal claims data on veterans, dependents and qualified survivors, including periods of service, race, voter status, social security number, claims filed and awarded, and other medical data required to establish eligibility of claim.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Cutoff upon death of eligible Veteran, Spouse or last eligible dependent.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Paper is converted into electronic format and paper is sent or given back to applicant (Veteran, Spouse or Dependent). Information from these records is entered into VETRASPEC, a product of DataSpec, Inc., a claims software system which creates and transmits the veterans, spouses or dependents claims to United States Department of Veterans Affairs. These records will be maintained in accordance with their the USDVA records retention guidelines.
Worksheet
Record Location
Web based system, VETRASPEC housed in Sandusky, MI accessed through various State of Tennessee Veterans Services field offices and Appeals Division located across the state.
File Arrangement
Alpha and numeric
Media Format Generated
Both
Media Format Stored
Electronic
Date Range
9/2005 - current
Agency
Allotment Code
32300
Annual Accumulation
6 cu ft, 2GB
Current Volume
10 GB.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
United States Department of Veterans Affairs
Essential Record
Yes - Original
Essential Record Stored
VetraSpec, a web-based Veterans claims management system. Veterans and their dependent information is uploaded and from that information their claim is prepared and sent to United States Dept. of Veterans Affairs(USDVA)electronically thru VetraSpec. Once the USDVA receives the claim the transmitted record becomes USDVA original record.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
38 CFR 1.500 et seq
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
0
Retention Legal Citation
38 CFR 1.500 et seq
Electronic Records Plan Inventory
System Name
VetraSpec
Hardware Description
DataSpec Inc. run data center under meeting specifications required by contract with US Federal Government and agency.
Software Description
Centos 06 operating system, Apache web server, MySQL Database, PHP processor
System Location
Web based system, VETRASPEC housed in Sandusky, MI accessed through various State of Tennessee Veterans Services field offices and Appeals Division located across the state.
Backup Procedures
The backups run 24x7 incrementally, and an additional, complete backup is taken once a day..
Disaster Recovery
Disaster recovery plan as part of contract with vendor for recovery.
Data Migration Description
Vendor managed data migration plan as part of contract.
RDA Comments
Records Management Division (RMD)
12-15-2016
No recommended changes
Tennessee State Library and Archives
12-15-2016
No recommended changes.
Comptroller Audit Review
12-19-2016
We have reviewed RDA 10212 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-24-2017
None
RMD Director
03-06-2017
RDA 10212 is a request to revise an RDA. The retention period will remain five years and destroy. The format will change to electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10212.
Public Records Commission
03-28-2017
PRC approves RDA 10212