An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11115
Effective Date
Record Series Abstract
This record is for Service of Process filings submitted to our office for lawsuits where the Secretary of State serves as agent for this purpose. The document is submitted to our office and is then processed and served. The response to the service of process is then returned to the court.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The original record is maintained only until it can be served by United States Postal Service Certified Mail Return receipt requested. Original Certified Mail return receipt card is returned to the court. A copy of the initial outgoing envelope, the Affidavit & Endorsement, and the status of the certified mail return receipt cards is scanned into TN-BEAR and maintained indefinitely. If the summons in unable to be served because the mail is refused or returned undelivered, all documents are returned to the court.
Worksheet
Record Location
Scanned images and data are maintained in State Data Center North and State Data Center South.
File Arrangement
Document Locator Number assigned in TN-BEAR.
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
2 gb
Current Volume
6 gb
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original Record is issued to the person being served. Original Certified Mail return receipt card is returned to the court. If the summons in unable to be served because the mail is refused or returned undelivered, all documents are returned to the court.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Electronic Records Plan Inventory
System Name
Tennessee Business Entity & Annual Reporting System (TN-BEAR)
Hardware Description
HP SAN/NAS, HP DL Servers, Microsoft Virtual Server, VMWare Virtual Server
Software Description
Microsoft .NET, Microsoft SQL Server, Microsoft Windows Server MSIIS
System Location
7th Floor, W R Snodgrass Tower, Secretary of State Server Room
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
Images are stored on two separate servers, one in the State Data Center North and the other in the State Data Center South. In the event of one server failure, we have high availability that fails over to the other server.
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)
10-03-2018
No recommended changes.
Tennessee State Library and Archives
10-04-2018
No recommended changes.
Comptroller Audit Review
10-04-2018
We have reviewed RDA 11115 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
10-12-2018
No recommended changes.
RMD Director
10-12-2018
RDA 11115 is a request to create an RDA. The retention period will be Permanent. The format will be paper/electronic. Recommend approval of request to create RDA 11115.
Public Records Commission
10-30-2018
PRC approves RDA 11115.