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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10098
Database ID: 1369
Record Series Title: VITAL RECORDS STATISTICAL DATA SYSTEMS
Record Series Abstract: THE BASIC PURPOSE OF THE RECORDS SERIES THESE RECORDS INCLUDE BUT ARE NOT LIMITED TO BIRTH, DEATH, MARRIAGE, DIVORCE, FETAL DEATH,AND INDUCED TERMINATION OF PREGNANCY STATISTICAL REPORTS. THE PURPOSE IS TO ENSURE THAT DATA FROM EACH INDIVIDUAL RECORD IS PROPERLY AND PROMPTLY RECORDED. THESE STATISTICAL DATA SYSTEMS COLLECT AND PROVIDE DATA THAT ARE USED BY HEALTH DEPARTMENT PROGRAMS AND NUMEROUS OTHER AGENCIES TO PLAN FOR AND EVALUATE THE HEALTH STATUS OF TENNESSEANS. THE FINAL DATA FILES ARE USED TO CREATE PUBLICATIONS, SPECIAL REPORTS, ROUTINE NEWS RELEASES, AND RESPOND TO DATA REQUESTS FROM INTERNAL AND EXTERNAL CUSTOMERS.
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: FILES ARE TO BE CUT OFF AT THE END OF EACH CALENDAR YEAR; STORED ON THE T DRIVE AND N DRIVE ELECTRONICALLY AT DATA CENTER SOUTH IN SMYRNA, TENNESSEE WITH BACKUP AT THE DATA CENTER IN BOULDER COLORADO. DESTROY AFTER 100 YEARS.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1369
Record Location: DATA CENTER SOUTH, SMYRNA, TN
File Arrangement: Chronologically and by certificate number
Media Format Generated: Electronic
Media Format Stored: ELECTRONIC
Date Range: 1950 - CURRENT
Annual Accumulation: 44GB
Current Volume: 2,132GB
Record Value: Administrative
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 600
Past Year: 600
2 - 5 Years: 3000
Over 5 Years: 5000
Data Update Frequency: Weekly
Information Shared Outside of State: Yes
If Shared, List Agencies: HEALTH DEPARTMENTS IN EACH STATE and Social Security Administration
Essential Record: TRUE
Essential Record Stored: DATA CENTER SOUTH, SMYRNA, TN
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 68-3-205
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 100
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: 63-3-301; 68-3-205; 68-3-206
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Vital Events Statistical Data System
IT-ABC Number:
Hardware Description: VMware, OIR Data Center File Server currently resides on DC0419006WF000. Recovery requires a standard server with MS Windows 2003 or greater operating system with 210 gigabytes of available disk space. Database Server Currently resides on DC0419006WF000. Recovery requires a standard file server with Windows 2003 or greater operating system. Database on DC20SDCWB00001. Recovery requires an encrypted SQL Server 2008 with 35.02 gigabytes of available disk space
Software Description: FILESHARE
System Location: DATA CENTER SOUTH, SMYRNA, TN
Backup Procedures: Daily, by OIR, following OIR established policy & procedures. File server and database server backups are performed daily by OIR.
Disaster Recovery: OIR network recovery policy & procedures. Non-critical recovery time. Location: Data Center South RTO:> 2 weeks RPO: 24 hours OIR Level: Bronze
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 event, 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. 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: Lois Holt-Cooper
Job Title: RECORDS OFFICER
Address 1: 710 JAMES ROBERTSON PARKWAY
Address 2:
City: NASHVILLE
Zip: 37243
Phone: 615-741-4411
Email: Lois.Holt-Cooper@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): 09-01-2016 No recommended changes
Tennessee State Libary and Archives: 09-01-2016 No recommended changes.
Comptroller Audit Review: 2016-09-01 We have reviewed RDA 10098 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-06-2016 Thank you.
RMD Director Recomendations: 09-28-2016 RDA 10098 is a request to revise an RDA. The retention will remain one hundred years and destroy and the format electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10098.
Signed Form Received: 2016-09-28
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 10098.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1369 10098 2016-11-03 Approved