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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10113
Database ID: 2145
Record Series Title: BIRTH RECORDS
Record Series Abstract: These records include but are not limited to Report of Foreign Birth, Abstract of Certificate of Birth, Removal Slip, Certificate of Live Birth, Birth Report of Foundling, and Delayed Certificate of Birth, and Vital Records Index.
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. 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 paper records to Tennessee State Library and Archives. Electronic records shall be maintained in the Office of Vital Records.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2146
Record Location: 710 James Robertson Pkwy Andrew Johnson Tower Nashville, TN 37243
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 68-3-103, 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: Date 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 even, 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, 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: Lois Holt-Cooper
Job Title: Records Officer
Address 1: 710 James Robertson Parkway
Address 2: 6th; Floor Andrew Johnson Tower
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
Director: Lori B. Ferranti, PhD, MBA, RN
Allotment Code: 343.20
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 07-28-2016 No recommended changes.
Tennessee State Libary and Archives: 07-28-2016 No recommended changes.
Comptroller Audit Review: 2016-08-01 We have reviewed RDA 10113 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 08-16-2016 Thank you.
RMD Director Recomendations: 09-28-2016 RDA 10113 is a request to revise an RDA. The retention will remain permanent and the format paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 10113.
Signed Form Received: 2016-09-28
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 10113.
PRC Action: Approved
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