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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10143
Database ID: 1410
Record Series Title: VRISM Point of Sale Module
Record Series Abstract: VRISM Point of Sale Module is used to track orders placed for certificates of Birth, Death, Marriage, Divorce. The Point of Sale or issuance portion of the VRISM application allows for the processing and tracking of orders placed for certificates of Birth, Death, Marriage and Divorce. Fees received are noted and balanced for each request. On-line info allows staff to respond to public inquiry. Funds are tracked via Edison and Inovah.The current Vital Records Tracking System will be absorbed into the VRISM point of sale module and will be phased out.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Electronic records are maintained permanently in the office of Vital Records, data is migrated as advancements are made in technology. Funds are tracked via Edison and Inovah.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1410
Record Location: 710 James Robertson Pkwy Andrew Johnson Building
File Arrangement: By certificate type and chronologically
Media Format Generated: Electronic
Media Format Stored: ELECTRONIC
Date Range: 2015-current
Annual Accumulation: 1 megabyte data
Current Volume: 1 megabyte data
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 100
Past Year: 500
2 - 5 Years: 500
Over 5 Years: 500
Data Update Frequency: Daily
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 Data/images are maintained at STS Data Center.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires:
Legal Citation: 1200-07-01 (Rules), TCA 68-3-206 and TCA 68-3-207
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 System.
IT-ABC Number:
Hardware Description: VRISM resides in the VMWare environment at State Data Center, web, application and database.
Software Description: VRISM is a proprietary web based vital records software product of ManTech International customized for Tennessee. Oracle is the database management software.
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/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: Order information that includes who ordered the certificate(s), what certificates were ordered, when they were ordered, monies received and charged, tracked by requester last name, first name and date of request. Also trackable by certificate ordered via 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 data of the record searched.
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: John J. Dreyzehner, MD, MPH, FACOEM - Commissioner
Director: Lori Ferranti, PhD, MBA, MSN, RN - Assistant Commissioner
Allotment Code: 34320
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 03-15-2018 No recommended changes.03/08/18 Memo received from agency explaining permanent retention. Memo has been added to the legal citation.
Tennessee State Libary and Archives: 03-16-2018 No recommended changes.
Comptroller Audit Review: 2018-03-20 We have reviewed RDA 10143 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 12-12-2016 Thank you.
RMD Director Recomendations: 03-29-2018 RDA 10143 is a request to revise an RDA. The retention period will change from six months to permanent. The format will remain electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Agency has provided memo explaining the reason for permanent retention in Legal Justification. Recommend approval of request to revise RDA 10143.
Signed Form Received: 2017-03-10
PRC Meeting Date: 04-25-2018
PRC Comments: PRC approves RDA 10143.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1410 10143 2018-04-25 Approved