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Deeds and Leases Recorded by the Secretary of State

RDA Number
Effective Date
Record Series Abstract
Contains original and copies of deeds and leases of real property purchased or leased by the State of Tennessee. Prior to 1980 original leases were sent to the Secretary of State for recording and filed by the Secretary of State. Since 1980 original leases have been copied and the copies are submitted for filing to the Secretary of State. Original deeds and leases are now maintained by the Department of General Services in the State of Tennessee Real Estate Asset Management (STREAM) division
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are stored as digital images in the TN-BEAR database.
Record Location
State of Tennessee North Data Center and State of Tennessee South Data Center S
File Arrangement
Document Locator Number assigned in TN-BEAR.
Media Format Generated
Date Range
1980 to current
Annual Accumulation
Less than .5 cu. ft. Less than 10 mb
Current Volume
2 cu. ft. 140 mb
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Duplicate
Essential Record Stored
Original Record stored in STREAM. Copies maintained in TN-BEAR database.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
System Name
TN- Bear
Hardware Description
The virtual servers are hosted on Hyper-V servers and the data is stored on a storage array.
Software Description
The TN-BEAR application is a .NET application with a MS SQL Server data store.
System Location
All records are stored in the State Data Center.
Backup Procedures
The transaction logs are backed up every five minutes, an incremental database backup hourly, and a full database backup daily to the storage array. The storage array is replicated to a replica array. Rapid Recovery backs up the storage volume and is replicated to a replica core. The replica core is written to disk and then written to tape. The Tape is sent to an off-site storage facility.
Disaster Recovery
The database will be recovered from the most viable media closest to database server.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1108 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 1108 is a request to revise an RDA. The retention period will remain Permanent. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1108.
Public Records Commission
PRC approves RDA 1108.