An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1765
Effective Date
Record Series Abstract
Certificates submitted by the County Clerk certifying that an individual has been elected as a Notary Public and that a Notary Public certificate needs to be issued. Records in this series show that elected notaries public are officers of the State of Tennessee commissioned by the governor with power to administer oaths and qualify parties to affidavits.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Scanned image records are maintained permanently in the Office of the Secretary of State. The documents are scanned upon receipt, verified for accuracy, and after five (5) years the paper copy is transferred to the Tennessee State Library and Archives.
Worksheet
Record Location
312 Rosa L. Parks Avenue 6th Floor
File Arrangement
Chronologically and Alphabetically
Media Format Generated
Paper
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
20 MB, 0.31 cu ft.
Current Volume
615 MB, 7.58 cu ft.
Record Value
Administrative
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Division of Business Services; Tennessee State Library and Archives
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5
Records Center Retention Period
0
Retention Legal Citation
T.C.A. 8-16-106
Electronic Records Plan Inventory
System Name
Notary Commissions
Hardware Description
The database and application server are hosted on virtual servers hosted in the State's data centers.
Software Description
It is built on PHP software.
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
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)
03-07-2019
No recommended changes.
Tennessee State Library and Archives
03-08-2019
No recommended changes.
Comptroller Audit Review
03-07-2019
We have reviewed RDA 1765 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 1765 is a request to revise an RDA. The retention period will remain permanent and the format will remain paper/electronic. The Abstract, Retention, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1765.
Public Records Commission
05-22-2019
PRC approves RDA 1765.