| Worksheet ID: |
2070 |
| Record Location: |
710 James Robertson Parkway Nashville, TN 37243 and OIR Data Center |
| File Arrangement: |
Chronologically and by certificate number |
| Media Format Generated: |
Both |
| Media Format Stored: |
Electronic: Other |
| Date Range: |
1922 to current |
| Annual Accumulation: |
1.25 gigabytes electronic |
| Current Volume: |
300 gigabytes data/images |
| Record Value: |
Administrative, Legal |
| Audit Requirements: |
State |
| Reference Frequency: |
| Current Year per Month: |
2 |
| Past Year: |
1 |
| 2 - 5 Years: |
1 |
| Over 5 Years:
|
1 |
|
| 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: |
Yes - Original |
| 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. |
| 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 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: |
Daily data backup with weekly image tape back up by OIR. |
| Backup Procedures: |
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. |
| Disaster Recovery: |
Data migration typically occurs every 5-10 years as advancements are made in technology. |
| 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 |
