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Municipal Clerk & Recorder Certifications

RDA Number
Effective Date
Record Series Abstract
Records Series contains the recording of certification form for Municipal Clerk & Recorders: Municipal Clerk & Recorders Certification and Continuing Education Credit Application (SS-4507)
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are received in paper format within the Division of Business Services. The original is scanned into the TN-Database. Following verification of completeness and accuracy, paper records may then be destroyed. Records are maintained for 50 years, then destroyed by state-approved methods.
Allotment Code
Record Location
312 Rosa L. Parks Ave 6th Floor Nashville, TN 37243
File Arrangement
Date Range
January 2009 - Current.
Annual Accumulation
0.02 cubic feet, 2MB
Current Volume
0.50 cubic feet, 10MB
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Original
Essential Record Stored
312 Rosa L. Parks Ave. 6th Floor Nashville, TN 37243
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
50 years.
Records Center Retention Period
System Name
TN-BEAR (Tennessee Business Entity & Annual Report) System
Hardware Description
The database and 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 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.
Disaster Recovery
The database is restored from the most recent known good backup.
Data Migration Description
Records are maintained in the TN-BEAR database throughout the retention period.
Legacy Revision UUID