An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11335
Effective Date
Record Series Abstract
Records series contains the following documents: Application for Motor Vehicle Temporary Lien (SS-4258) and Motor Vehicle Temporary Lien Articles of Correction (SS-9403). The motor vehicle temporary lien is filed in order to allow the secured party to note their lien on a vehicle title until a permanent title is issued by the Tennessee Department of Revenue or until 180 days has elapsed, whichever comes first.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The original record is returned to the customer upon filing. A digital image of the record is stored in the TN-BEAR computer system. Pursuant to T.C.A. 55-3-126(f)(7) the record may be purged 271 days after the date of filing, but is maintained in the TN-BEAR system for 5 years for audit purposes.
Worksheet
Record Location
State Data Center North State Data Center South
File Arrangement
Numeric
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
0 cu. ft./ 28 gb
Current Volume
22 gb.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
The original is scanned and returned to the customer upon filing. The image is stored in the TN-BEAR system.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years.
Records Center Retention Period
0
Retention Legal Citation
T.C.A 55-3-126(f)(7)
Electronic Records Plan Inventory
System Name
TN-BEAR (Tennessee Business Entity & Annual Report) System
Hardware Description
The database and application server are hosted on virtual servers hosted in the state's data centers.
Software Description
The software is built using current Microsoft technologies to collect and record details, generate and store a digital image of records, monitor the status and history of records and provide search/reporting/correspondence capabilities relating to the stored records.
System Location
State Data Center North State Data Center South
Backup Procedures
The database is backed up to disk and then backed up to tape. The tape is stored off-site. The database log is backed up every five minutes, the database is backed up every hour. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
The database is restored from the most recent known good backup.
Data Migration Description
Records are maintained in the TN-BEAR system.
RDA Comments
Records Management Division (RMD)
03-14-2019
No recommended changes.
Tennessee State Library and Archives
03-15-2019
No recommended changes.
Comptroller Audit Review
03-18-2019
We have reviewed RDA ID 2523 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-01-2019
No recommended changes.
RMD Director
04-09-2019
RDA 11335 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11335
Public Records Commission
05-22-2019
PRC approves RDA 11335