Core Data
RDA Number
11327
Effective Date
Record Series Abstract
Records series will contain requests for certified copies and requests for Certificates of Existence/Authorization (Good Standing) submitted by the public in relation to entities registered with the Division of Business and Charitable Organizations and filings held by the Division, as well as related documentation. These requests may be submitted by State/Federal Agencies, the media, entity representatives, or members of the public.
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
Records are received in both paper and electronic format. Records received in paper format are scanned into the Division’s database. Records received in electronic format are also uploaded/scanned into the Division’s database. After verification of completeness and accuracy, paper records are destroyed or returned to the customer as appropriate. Electronic records are maintained in Division’s database for 5 years, then destroyed by state-approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave 6th Floor Nashville, TN 37243
File Arrangement
Chronologically by Date Received
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
2 GB
Current Volume
20 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
T.C.A. 48-11-302, 303(c) T.C.A. 48-51-302, 303(c) T.C.A. 48-247-102, 103(c) T.C.A. 48-249-1006, 1007(c) T.C.A. 61-1-1208(c) T.C.A. 61-2-1102, 1103(c), 1207(c) T.C.A. 61-3-1205(c)
Electronic Records Plan Inventory
System Name
Business and Charitable Organizations: Requests for Certified Copies and Requests for Certificates of Existence/Authorization (Good Standing)
Hardware Description
Hardware description on file. All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file. All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
On file
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Tapes are sent to an approved vendor for storage and rotated/recycled according to agency policy and procedures that meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) office.
Disaster Recovery
Disaster recovery plan on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
Data Migration Description
Migration Strategy on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
RDA Comments
Records Management Division (RMD)
08-22-2024
No recommended changes.
Tennessee State Library and Archives
08-23-2024
No recommended changes.
Comptroller Audit Review
08-23-2024
We have reviewed RDA 11327 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-26-2024
Thank you.
RMD Director
08-28-2024
RDA 11327 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 11327.
Public Records Commission
09-23-2024
PRC approves RDA 11327.