An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1154
Effective Date
Record Series Abstract
Uniform Commercial Code financing statements (UCC1), amendments (UCC3), and information statements (UCC5) filed pursuant to Tennessee Code Annotated Section Title 47 Chapter 9 Part 5.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
The lapse date of the underlying financing statement.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Documents submitted for filing are scanned in electronically and stored as a TIFF image. The original documents are returned to the customer. Pursuant to Tenn. Code Ann. 47-9-522, UCC records must be maintained for at least one (1) year after the underlying financing statement's lapse date. Five (5) years after the underlying financing statement's lapse date, all UCC records associated with the underlying financing statement are destroyed by state-approved method. The lapse date of a UCC financing statement depends on a number of factors set forth in Tenn. Code Ann. 47-9-515. A UCC record could lapse as soon as five (5) years after it is filed. Some UCC financing statements may never lapse.
Worksheet
Record Location
312 Rosa L. Parks Ave., Nashville, TN 37243: 7th Floor Server Room
File Arrangement
Alpha Numeric
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
20 GB
Current Volume
200 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Original record is returned to customer. Duplicate is retained by agency as TIFF image.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years to Perpetuity
Records Center Retention Period
0
Retention Legal Citation
Tennessee Code Annotated Section Title 47 Chapter 9 Part 5.
Electronic Records Plan Inventory
System Name
Tennessee Business Entity and Annual Reports (TN Bear)
Hardware Description
HP SAN/NAS, HP DL Servers, Microsoft Virtual Server, VMWare Virtual Server
Software Description
Microsoft .NET, Microsoft SQL Server, Microsoft Windows Server MSIIS
System Location
7th Floor, W R Snodgrass Tower, Secretary of State Server Room
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
Peak 10 Disaster Recovery (Hot) Site, Franklin, TN.
Data Migration Description
The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
RDA Comments
Records Management Division (RMD)
09-17-2015
No recommended changes.
Tennessee State Library and Archives
09-17-2014
No recommended changes.
Comptroller Audit Review
09-17-2015
We have reviewed RDA 1154 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
01-26-2015
Thank you.
RMD Director
09-23-2015
RDA 1154 is a request to revise an RDA. The retention period will change from zero years and destroy to five years and destroy. The format will change from paper to electronic. Recommend approval of request to revise RDA 1154.
Public Records Commission
10-13-2015
PRC approves RDA 1154