An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2944
Effective Date
Record Series Abstract
Original charter files for organizing industrial loan and thrift companies, mortgage companies, premium finance companies, check cashers, title pledge lenders, deferred presentment companies and credit unions. This includes, but is not limited to: new applications, renewal applications, correspondence, surety bonds, annual reports, and secretary of state verification when applicable. With the exception of the original credit union charter of incorporation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Calendar year in which the companies close, license expires or otherwise terminates, surrender, or withdraws.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
These files are to be cut off at the end of the calendar year in which the companies close, license expires or otherwise terminates, surrender, or withdraws then maintained in agency 1 year; Then transfer to state records center, hold 4 years, then destroy. Any paper migrated to electronic will be verified, upon verification paper will be destroyed.
Worksheet
Record Location
TN Dept. of Financial Institutions Citizens Plaza Building 400 Deaderick St., 6th Floor
File Arrangement
Alphabetical
Date Range
to
Allotment Code
33600
Annual Accumulation
5 cu ft./ 768 MB
Current Volume
9.5 cu ft./ 860 MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Confidential Legal Citation
TCA 45-1-120 (a)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1
Records Center Retention Period
4
Retention Legal Citation
NONE
Electronic Records Plan Inventory
System Name
Compliance - AG0319006WF503/ Credit Union - C: Drive Tag #22936
Hardware Description
Compliance - VMware, OIR Data Center File Server/ Credit Union- HP Desktop Workstation
Software Description
Compliance- Adobe PDF/ Credit Union- Windows 7, Adobe PDF
System Location
Compliance- OIR Data Center North/ Credit Union - Local hard drive
Backup Procedures
Compliance- Daily by OIR following OIR established policy and procedures/ Credit Union- CD-ROM backup
Disaster Recovery
Compliance- OIR network recovery following OIR established policy and procedures/ Credit Union- Recovery from CD-ROM
Data Migration Description
Compliance- Migrate to VMware or ECM/ Credit Union- None until saved in electronic form in a database or on a server
RDA Comments
Records Management Division (RMD)
01-14-2014
1-14-2014: RMD met with agency and discussed appropriate changes needed for RDA. RDA on hold until further information is obtained. 2-6-14: Received information from agency to update and revise RDA. 2-7-14: No recommended changes.
Tennessee State Library and Archives
02-04-2014
TSLA has reviewed the proposed RDA and awaits additional information. 2-13-2014: No recommended changes.
Comptroller Audit Review
02-10-2014
We have reviewed RDA 2944 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-11-2014
Agency concurs with RMD, TSLA and Audit.
RMD Director
02-13-2014
RDA 2944 is a request to revise an RDA. The retention period will change from 10 years to five years. The record series will now include both paper and electronic records. Recommend approval of RDA 2944.
Public Records Commission
08-24-2012
PRC approves RDA 2944.