An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1154
Effective Date
Record Series Abstract
Uniform Commercial Code financing statements (UCC1), amendments (UCC3), and information statements (UCC5) filed pursuant to Tennessee Code Annotated Section Title 47 Chapter 9 Part 5.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Lapse Date
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Documents submitted for filing are scanned and stored electronically. The original documents are returned to the customer. Pursuant to Tenn. Code Ann. 47-9-522, UCC records must be maintained for at least one (1) year after the underlying financing statement's lapse date. Five (5) years after the underlying financing statement's lapse date, all UCC records associated with the underlying financing statement are destroyed by state-approved method. The lapse date of a UCC financing statement depends on several factors set forth in Tenn. Code Ann. 47-9-515. A UCC record could lapse as soon as five (5) years after it is filed. Some UCC financing statements may never lapse.
Worksheet
Record Location
312 Rosa L. Parks Ave., Nashville, TN 37243
File Arrangement
Alpha Numeric
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
20 GB
Current Volume
200 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
Original record is returned to customer. Duplicate is retained electronically in the Division.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
Tennessee Code Annotated Section Title 47, Chapter 9, Part 5.
Electronic Records Plan Inventory
System Name
IE1819008WN001.NET.ADS.STATE.TN.US
Hardware Description
DELL POWEREDGE FC630
Software Description
WINDOWS SERVER 2012 STORAGE SERVER
System Location
STATE OF TENNESSEE - DATA CENTER SOUTH
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
REPLICATED TO STATE OF TENNESSEE - DATA CENTER NORTH
Data Migration Description
MIGRATION STRATEGY ON FILE
RDA Comments
Records Management Division (RMD)
08-15-2024
No recommended changes.
Tennessee State Library and Archives
08-16-2024
No recommended changes.
Comptroller Audit Review
08-16-2024
We have reviewed RDA 1154 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-20-2024
Thank you.
RMD Director
08-26-2024
RDA 1154 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1154.
Public Records Commission
09-23-2024
PRC approves RDA 1154.