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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1401
Database ID: 255
Record Series Title: REPORT OF FETAL DEATH
Record Series Abstract: REPORTS OF FETAL DEATH (PH-1668)
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 100 Years 0 Months
Retention End Action: Destroy
Disposition Notes: THE FILES ARE TO BE CUT OFF AT THE END OF EACH CALENDAR YEAR THEN, MAINTAIN IN AGENCY 100 YEAR(S); THEN DESTROY.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 255
Record Location: OFFICE OF VITAL RECORDS, 710 JAMES ROBERTSON PARKWAY, NASHVILLE, TN 37243 1ST FLOOR ANDREW JOHNSON TOWER
File Arrangement: OTHER - BY DATE
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 1990 - CURRENT
Annual Accumulation: 7 Cubic Feet
Current Volume: 14 Cubic Feet
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 1
Past Year: 1
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency: Yearly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: TRUE
Essential Record Stored: OFFICE OF VITAL RECORDS, 710 JAMES ROBERTSON PARKWAY, NASHVILLE, TN 37243 ANDREW JOHNSON TOWER 1ST FLOOR
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: TCA 68-3-504
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 100 YEARS
Agency Retention - Years Active: 1
Agency Retention - Years Inactive: 99
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 68-3-504
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Vital Records Information Systems Management (VRISM) for data and Tennessee Vital Records Image Processing System (TVRS) for images
IT-ABC Number: DC60S
Hardware Description: VRISM resides in the VMWare environment at OSTS 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: STS Data Center
Backup Procedures: Daily data backup with weekly image tape back up by STS
Disaster Recovery: Bronze level, redundant systems located at secondary STS 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.
Metadata Description: Event type, date of event, first-middle-last name, county of even, certificate number, index number. These core data elements enable retrieval of the vital records image and complete data of the record searched. Paper copies of certificates are filed by certificate number by year, certificates are filed by certificate number by year. Electronic images of certificates are indexed by year, certificate number, and certificate file indicator. Paper and electronic cross indices exist for both systems for certificate location.
Contact Information
Contact Name: SHANNON POTTS
Job Title: RECORDS OFFICER
Address 1: 710 JAMES ROBERTSON PARKWAY
Address 2:
City: NASHVILLE
Zip: 37243
Phone: 615-741-4411
Email: SHANNON.POTTS@TN.GOV
Agency: Dept. of Health
Agency Head: DR. JOHN DREYZEHNER MD, MPH, FACOEM
Director: LORI FERRANTI PHD, MBA, RN
Allotment Code: 34320
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-26-2016 Please clarify if abstract only consist of one form or if there is any other information that can be provided. Please expand on disposition notes, explain if these items are microfilmed. Is the record kept more than a 100 years. What is final disposition microfilm or destroy? Why is the retention period increasing from ten years to one hundred years?
Tennessee State Libary and Archives: 05-26-2016 TSLA concurs.
Comptroller Audit Review: 2016-05-26 Audit concurs with RMD comments.
Agency: 06-02-2016 Due to TCA 68-3-504 parents are allowed to request a certificate of birth resulting in still birth. Currently there are electronic records (statistical files) dating back as far as 55 years. Vital Records made the decision to hold these records for 100 years which is the same as the normal birth records. Vital Records will have statistical records dating from 1960-current. Paper records are dated 1995-current. Final disposition is to destroy paper and electronic after 100 years. These records are not microfilmed. They are scanned into the statistical system which is under current RDA 10078 which is now being merged into 10098 (Statistical Data Systems).
RMD Director Recomendations: 06-03-2016 RDA 1401 is a request to revise an RDA. The retention period will increase from ten years to one hundred years and destroy. The format will change to paper/electronic. The agency answered reviewer questions and explained the reason for the increased retention is to bring it in line with births and deaths and be better able to provide complete statistical information. Agency provided worksheet electronic information, which has been added so the PRC may view prior to the meeting. Agency also provided wording for Disposition update. Recommend approval of RDA 1401 with the following changes: Disposition Notes: Files are cut off each calendar year and maintained in paper and electronic format for one hundred years. At the end of the retention period destroy paper and electronic records by state approved methods.
Signed Form Received: 2016-06-03
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 1401 with following changes: Disposition Notes: Files are cut off each calendar year and maintained in paper and electronic format for one hundred years. At the end of the retention period destroy paper and electronic records by state approved methods.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
255 1401 2016-06-22 Approved with Changes