| Worksheet ID: |
1377 |
| Record Location: |
Paper:
Office of Vital Records
710 James Robertson Parkway, 1st Floor Andrew Johnson Tower
421 5th Avenue North
Nashville, TN 37243
Electronic: OIR Data Center |
| File Arrangement: |
Numeric, by calendar year and certificate number |
| Media Format Generated: |
Paper |
| Media Format Stored: |
Paper/Electronic |
| Date Range: |
1939-present |
| Annual Accumulation: |
50 linear feet paper, 1 gigabyte per year |
| Current Volume: |
2200 linear feet; 100 gigabytes electronic |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
3 |
| Past Year: |
3 |
| 2 - 5 Years: |
3 |
| Over 5 Years:
|
3 |
|
| Data Update Frequency: |
Daily |
| Information Shared Outside of State: |
Yes |
| If Shared, List Agencies: |
Social Security Administration, Centers for Disease Control and Prevention, FBI, Consumer Product Safety, reciprocating States Office of Vital Records. |
| Essential Record: |
TRUE |
| Essential Record Stored: |
Office of Vital Records
710 James Robertson Parkway, 1st Floor Andrew Johnson Tower
421 5th Avenue North
Nashville, TN 37243
|
| Essential Record Media Type: |
Electronic |
| Confidential: |
Yes |
| Confidential Legal Citation: |
68-3-313, 36-1-126(d)(8)and(9) |
| Media Recommendation: |
Current Format |
| Media Recommendation Other: |
|
| Agency Retention: |
Permanent |
| Agency Retention - Years Active: |
Permanent |
| Agency Retention - Years Inactive: |
NA |
| Records Center Retention Period: |
None |
| Final Disposition after Retention Expires: |
Keep as Electronic |
| Legal Citation: |
36-1-126 (d) (8) AND (9); 68-3-311; 68-3-205; 68-3-313 |
| 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: |
DC64S |
| 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 loded 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. |
| 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 certiicates are indexed by year, certificate number and certificate/file indicator. Paper and electronic cross indices exist for both systems for certificate location. |
