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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10113
Database ID: 1382
Record Series Title: BIRTH RECORDS
Record Series Abstract: These files include Report of Foreign Birth (PH-1184), Abstract of Certificate of Birth (PH-1238), Removal Slip (PH-1274), Certificate of Live Birth (PH-1651A & 1651B), Birth Report of Foundling (PH-1656), and Delayed Certificate of Birth (PH-1657) as well as all documentation used to amend or correct the birth record. These documents include Voluntary Acknowledgement of Paternity (PH-2595) and Rescission of Voluntary Acknowledgement of Paternity (PH-3490), Certified Copies of Court Orders, Copies of Personal Records, Sworn Statement (PH-1186), and Affidavits of Natural Parents (PH-1859) as well as any documentation used to amend or correct these records such as copies of personal records (i.e., military records, school records, health records, etc.). All documents described become part of the Birth Record.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 100 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. The paper copy is retained as back up. Electronic copies are uploaded into secure State server. Amendments to the Birth Record are processed and filed in the order received. Amendments to the Birth Record are attached electronically. Systems storing Birth Records are upgraded promptly as technology requires. Upon meeting the 100 year retention period, transfer original hard copy paper records to Tennessee State Library and Archives. Electronic records shall be maintained in the Office of Vital Records until TSLA or another state agency is able to make them accessible to the public.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1382
Record Location: 421 5th Avenue North 1st Floor Central Services Building
File Arrangement: Chronologically and by certificate number
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: Current year and 99 years prior
Annual Accumulation: 80 cubic feet paper, 6 gigabytes electronic
Current Volume: 8,000 cubic feet paper, 600 gigabytes data/images
Record Value: Administrative, Historic, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 7000
Past Year: 5000
2 - 5 Years: 5000
Over 5 Years: 5000
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Social Security Administration, Centers for Disease Control & Prevention, and Other State Office of Vital Records
Essential Record: TRUE
Essential Record Stored: Office of Vital Records maintains the paper documents, data and images are maintained at OIR Data Center. Office of Vital Records, or state contracted records storage facility, maintains the paper documents. After required retention period, paper records are sent to TN State Library and Archives.
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 68-3-205
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 100 Years
Agency Retention - Years Active: 100 Years
Agency Retention - Years Inactive: 0
Records Center Retention Period: None
Final Disposition after Retention Expires: Transfer to TSLA
Legal Citation: TCA 63-3-103, 68-3-205
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 OIR 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: 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/image is 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: Angela Hickman
Job Title: Administrative Service Assistant 4
Address 1: 2nd Floor Andrew Johnson Tower
Address 2: 710 James Robertson Parkway
City: Nashville
Zip: 37243
Phone: 615.741.4411
Email: angela.a.hickman@tn.gov
Agency: Dept. of Health
Agency Head: John J. Dreyzehner, MD, MPH, FACOEM
Director: Lori B. Ferranti, PhD, MBA, RN
Allotment Code: 343.20
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 12-10-2013 No Recommended changes
Tennessee State Libary and Archives: 12-17-2013 Disposition Notes needs to be clear about what happens to both paper and electronic versions of record. Paper records to TSLA not mentioned except in Essential Records Storage field, and disposition of electronic version not specified at all.
Comptroller Audit Review: 2013-12-13 We have reviewed RDA 10113 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-04-2014 Paper records are transferred to TSLA upon meeting the 100 year retention period. Electronic records shall be maintained in the Office of Vital Records until TSLA or another state agency is able to make them accessible to the public. Under the Essential Records Section, Office of Vital Records, or any contracted records storage facility (per Rules of Public Records Commission Chapter 1210-1-2(7)), maintains the paper documents, data and images are maintained at OIR Data Center. After required retention period, paper records are sent to TN State Library and Archives.
RMD Director Recomendations: 02-13-2014 RDA 10113 is a revision of an existing RDA. The retention period will remain 100 years and the record series will include both paper and electronic formats. The agency concurs with the recommended changes from TSLA. Recommend Approval of RDA 10113 with the following changes: Disposition Notes: The files are to be cut off at the end of each calendar year. Records are digitized and verified upon receipt. The paper copy is retained as back up. Electronic copies are uploaded into secure State server. Amendments to the Birth Record are processed and filed in the order received. Amendments to the Birth Record are attached electronically. Systems storing Birth Records are upgraded promptly as technology requires. Upon meeting the 100 year retention period, transfer original hard copy paper records to Tennessee State Library and Archives. Electronic records shall be maintained in the Office of Vital Records until TSLA or another state agency is able to make them accessible to the public. Essential Record Stored: Office of Vital Records maintains the paper documents, data and images are maintained at OIR Data Center. Office of Vital Records, or state contracted records storage facility, maintains the paper documents. After required retention period, paper records are sent to TN State Library and Archives.
Signed Form Received: 2014-02-13
PRC Meeting Date: 02-20-2014
PRC Comments: Approved with changes to the Disposition Notes and Essential Record Stored as per staff recommendations.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1382 10113 2014-02-20 Approved with Changes
2066 10113 2015-10-13 Approved
2145 10113 2016-11-03 Approved