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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11139
Database ID: 2064
Record Series Title: Amendment Documents for Birth, Death, Marriage, and Divorce Records
Record Series Abstract: Amendment documents attached to the Birth, Death, Marriage, and Divorce files of the Vital Records Office. These files include: Certified Copies of Court Orders, Copies of Personal Records, Sworn Statement (PH-1186), Affidavits of Natural Parents (PH-1859) certified copies of Court Orders, copies of personal records (i.e., military records, school records, health records, etc.), Sworn Statement (PH-1186), and affidavits 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.).
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: The files are to be cut off at the end of each calendar year. All sealed records and amendment files stay in Vital Records (VR). Records are digitized and verified after processing the amendment. Electronic copies are uploaded onto secure State server. Paper records are then destroyed by secure shredding. Systems storing birth, death, marriage & divorce records are upgraded promptly as technology requires. Electronic records are maintained permanently in the office of Vital Records.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2069
Record Location: 1st Floor 710 James Robertson Parkway Nashville TN 37243 Electronic/digital OIR Data Center
File Arrangement: By certificate type and chronologically
Media Format Generated: Both
Media Format Stored: Electronic: Other
Date Range: 1922 to current
Annual Accumulation: 6 gigabyte data/images
Current Volume: 300 gigabyte data/images
Record Value: Administrative, 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: Yes - Original
Essential Record Stored: 1st Floor 710 James Robertson Parkway Nashville TN 37243 Electronic/digital OIR Data Center
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: TCA 68-3-205
Media Recommendation:
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation: TCA 68-3-205
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): 09-18-2015 No recommended changes.
Tennessee State Libary and Archives: 09-18-2015 No recommended changes.
Comptroller Audit Review: 2015-09-21 We have reviewed RDA 11139 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 11139 is a request for a new RDA. The retention period will be permanent and the format will be electronic. These are essential records for the Health Department\\\'s Vital Records area and utilize redundant storage systems. Recommend approval of request for new RDA 11139.
Signed Form Received: 2015-09-23
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 11139.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2064 11139 2015-10-13 Approved