An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1678
Effective Date
Record Series Abstract
Documents filed with the Tennessee Secretary of State Business Services Division relating to domestic and foreign for-profit corporations, nonprofit corporations, limited liability companies and other special purpose corporations and associations pursuant to Tennessee Code Annotated Title 48.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
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. The electronic records are maintained in the Division’s database for permanent retention.
Worksheet
File Arrangement
Alphanumeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Paper: Sheet
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
100 gigabytes
Current Volume
455 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Record is retained electronically in the Division
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
Tennessee Code Annotated Title 48
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 1678 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 1678 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 1678.
Public Records Commission
09-23-2024
PRC approves RDA 1678.