Record Series Abstract
Records are comprised of Oaths of Office (Form SS-3052) completed by persons appointed to each of the state's 95 County Election Commissions.
Record Series Active
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
Oaths of Office submitted by persons appointed to County Election Commission are submitted to the State Election Commission and are maintained in the Department of State Division of Elections. The record is scanned, verified for completeness and accuracy, and maintained in agency in electronic format for 2 years; the electronic copy may then be destroyed. The paper record is maintained in agency for 2 years and then transferred to TSLA for permanent retention.
Division of Elections 312 Rosa L. Parks Ave WR Snodgrass Tower, 7th Floor Nashville, TN 37243
Alphabetically by County
Less than 1 cu. ft.; Less than 1 gb.
1 cu. ft.; 1 gb.
Information Shared Outside the State
Yes - Original
Essential Record Stored
Both paper documents and electronic documents are maintained in agency in the Division of Elections. Following the retention period, paper documents are transferred to TSLA for permanent retention.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
Legal Citation PDF
Departmental File Server
Departmental Storage Array; HP SAN/NAS, HP DL Servers
Windows File Server; Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
Elections Division - 312 Rosa L. Parks Ave., 7th Floor
Departmental Storage Backup & Recovery Solution; Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to virtual tape and physical tape). Physical tapes sent off site to Iron Mountain Vault.
Departmental Storage Backup & Recovery Solution; In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery Servers.
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.
Legacy Revision UUID