An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1764
Effective Date
Record Series Abstract
Trademark applications and certificates required for confirmation of trade name or trademark registered.
Record Series Active
Yes
Cut Off at End of
Other
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
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
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.
Worksheet
Record Location
TN Tower, 7th Floor Server Room
File Arrangement
Numeric
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
0.5 GB
Current Volume
7 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Microfilm negatives stored at TSLA; Electronic data stored within Business Services.
Essential Record Media Type
Microfilm
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Records Center Retention Period
Permanent
Retention Legal Citation
TCA 47-25-508
Electronic Records Plan Inventory
System Name
IE1819008WN001
Hardware Description
HP SAN/NAS, HP DL Servers
Software Description
Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location
TN Tower, 7th Floor Server Room - Replicated to Secretary of State Disaster Recovery Site
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
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.
RDA Comments
Records Management Division (RMD)
12-11-2014
No recommended changes.
Tennessee State Library and Archives
03-22-2018
No recommended changes.
Comptroller Audit Review
12-16-2014
We have reviewed RDA 1764 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-06-2018
We concur.
RMD Director
04-09-2018
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
04-25-2018
PRC approves RDA 1764.