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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11036
Database ID: 2114
Record Series Title: Veteran Interment Records
Record Series Abstract: Records series includes but not limited to funeral records including: military discharge form, verification of eligibility form, burial benefits, correspondence with the Veterans Administration concerning eligibility, documents relating to proof of eligibility, certificates of death.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cutoff after burial of last eligible recipient.
Total Retention: 75 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Records received in paper and electronic. Paper is converted into electronic format and paper is given back or mailed to next of kin. Electronic records are maintained on approved enterprise content management system (ECM), after retention expires records are then sent to Tennessee State Library and Archives. Information from these records is transmitted to the United States Department of Veteran Affairs (USDVA) via the Burial Operations Support System (BOSS) to process veterans, spouse and eligible dependents burial benefits. It then becomes USDVA original record.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2116
Record Location: Tennessee State Veterans Cemeteries, Tennessee Dept. of Veterans Services records officer has list of all locations.
File Arrangement: Alpha/Numeric/Chronological
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: August 2, 1990 to current
Annual Accumulation: 50 cu ft, 2 GB
Current Volume: 250 cu ft, 10 GB
Record Value: Administrative, Fiscal, Historic, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 300
Past Year: 3500
2 - 5 Years: 15000
Over 5 Years: 70000
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: United States Department of Veterans Administration (USDVA)
Essential Record: Yes - Original
Essential Record Stored: Electronic records are transmitted to USDVA via BOSS. Electronic records are maintained on an approved Enterprise Content Management System (ECM System), then sent to Tennessee State Library and Archives after the retention period expires.
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: VA Handbook 6300.1, Related Directive: VA Directive 6300, Records and Information Management, Information generated and disseminated by teh National Archives and Records Administration (NARA)
Media Recommendation: Other
Media Recommendation Other: migrated to .pdf format and stored on approved ECM
Agency Retention: 75 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Transfer to TSLA
Legal Citation: VA Handbook 6300.1, Related Directive: VA Directive 6300, Records and Information Management, Information generated and disseminated by the National Archives and Records Administration (NARA)
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Enterprise FileNet System
IT-ABC Number:
Hardware Description: Virtual servers - 2 Content Platform Engines and 2 Application Engines at each data center for a total of 8 servers
Software Description: FileNet 5.2.0.3
System Location: Data Center South is Primary, Data Center North is DR site.
Backup Procedures: Backups occur nightly
Disaster Recovery: Bronze Level Disaster Recovery
Data Migration Description: Flat files will be sent from each office via secure SFTP and uploaded to the FileNet server
Metadata Description: Burial Records: First Name, Last Name, Plot number, Region, Burial Date, Last 4 digits of Social Security Number.
Contact Information
Contact Name: Deanna Martin Day
Job Title: Records Officer
Address 1: 312 Rosa L Parks Avenue
Address 2: 13th Floor
City: Nashville
Zip: 37243
Phone: 615-741-4951
Email: Deanna.day@tn.gov
Agency: Dept. of Veterans Affairs
Agency Head: Many-Bears Grinder
Director: Mark Breece
Allotment Code: 32300
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 01-26-2017 No recommended changes
Tennessee State Libary and Archives: 03-01-2017 The Library & Archives cannot accept records which, in whole or in part, contain information deemed confidential by statute. A DD-214 form is confidential for 75 years \\\\\\\"following the date it is recorded with or otherwise first comes into the possession of a governmental body.\\\\\\\" We recommend a retention of at least 75 years before transfer to TSLA. Agency may want to consider working with the Records Management Division on an interim electronic storage option.
Comptroller Audit Review: 2017-01-30 We have reviewed RDA 11036 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 03-03-2017 We agree with the Library & Archives recommendation.
RMD Director Recomendations: 03-10-2017 RDA 11036 is a request to revise an RDA. The retention period will change from one hundred years and permanent to seventy five years and permanent, transfer to Library & Archives. The agency concurred with the recommendations from Library & Archives. The format will remain paper/electronic. The Abstract, Disposition notes, and Worksheet have been updated. Recommend approval of RDA 11036 with the following agreed upon changes: Total Retention: 75 years Agency Retention: 75 years
Signed Form Received: 2017-03-10
PRC Meeting Date: 03-28-2017
PRC Comments: PRC approves RDA 11036 with changes: Total Retention: 75 years Agency Retention: 75 years
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1886 11036 2014-05-27 Approved with Changes
2114 11036 2017-03-28 Approved with Changes