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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10112
Database ID: 1381
Record Series Title: DEATH, MARRIAGE AND DIVORCE RECORDS
Record Series Abstract: REPORTS, FORMS AND CERTIFICATES USED TO RECORD EVENTS OF DEATHS, MARRIAGES AND DIVORCES IN TENNESSEE. These files include Certificate of Death (PH-1659), Delayed Report of Diagnosis – Death (PH-1665), Certificate of Marriage (PH-1680), and Certificate of Divorce or Annulment (PH - 1682.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 50 Years 0 Months
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.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1381
Record Location: 710 James Robertson Pkwy Andrew Johnson Building Nashville, TN 37243
File Arrangement: By certificate type and chronologically
Media Format Generated: Paper
Media Format Stored: Paper/Electronic
Date Range: Current year and back 49 years
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
Reference Frequency:
Current Year per Month: 1000
Past Year: 500
2 - 5 Years: 500
Over 5 Years: 500
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, recipricating States Office of Vital Records
Essential Record: TRUE
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: Yes
Confidential Legal Citation: TCA 68-3-205
Media Recommendation: Other
Media Recommendation Other: Convert to Electronic
Agency Retention: 1 year (paper), 50 years (electronic)
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 49 years (paper)
Final Disposition after Retention Expires: Transfer to TSLA
Legal Citation: TCA 68-3-103, 68-3-205, 68-3-Part 4, 68- 3-Part 5
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Vital Records Infomation 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 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.
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: Shannon Potts
Job Title: Records Officer
Address 1: 5th Floor Andrew Johnson Tower
Address 2: 710 James Robertson Parkway
City: Nashville
Zip: 37243
Phone: 615.741.4411
Email: shannon.potts@tn.gov
Agency: Dept. of Health
Agency Head: John J. Dreyzehner, MD, MPH, FACOEM
Director: Lori B. Ferranti, PhD, MBA, RN
Allotment Code: 34320
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-22-2015 No recommended changes
Tennessee State Libary and Archives: 09-22-2015 No recommended changes.
Comptroller Audit Review: 2015-09-22 We have reviewed RDA 10112 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-21-2015 Agree with RMD
RMD Director Recomendations: 09-23-2015 RDA 10112 is a request to revise an RDA. The retention period will remain fifty years and permanent and the format will remain paper/electronic. The Amendment Documents are being removed and placed under a separate RDA 11139. These are essential records for the Health Department\\\\\\\'s Vital Records area and utilize redundant storage systems. Recommend approval of request to revise RDA 10112.
Signed Form Received: 2015-09-23
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 10112.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1381 10112 2015-10-13 Approved
2146 10112 2016-11-03 Approved