Record Series Abstract
Trademark applications and certificates required for confirmation of trade name or trademark registered.
Record Series Active
Cut Off at End of
If Other, Explain
Paper documents are scanned-in electronically and original is given back to customer. Record series cutoff event occurs at the point original is returned to customer. From that cutoff point, the scanned-in image is the electronic record and is to be maintained permanently by the agency.
Total Retention Years
Total Retention Months
Retention End Action
Documents submitted for filing are scanned into electronic images. After verification of the scanned images the original documents are returned to the customer. Records are maintained permanently in agency in electronic format.
TN Tower, 7th Floor Server Room
Media Format Generated
Media Format Stored
Information Shared Outside the State
Yes - Original
Essential Record Stored
Microfilm negatives stored at TSLA; Electronic data stored within Business Services.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Retention Legal Citation
Electronic Records Plan Inventory
HP SAN/NAS, HP DL Servers
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
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.
In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
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 1764 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
RDA 1764 is a request to revise an RDA. The retention period will remain Permanent. The format will be electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 1764.
Public Records Commission
PRC approves RDA 1764.