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 the Division's database 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
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
Retention Legal Citation
Title 20, Chapter 2, Part 2; Tenn. R. Civ. P. 4B(8)
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)
08-22-2024
No recommended changes.
Tennessee State Library and Archives
08-23-2024
No recommended changes.
Comptroller Audit Review
08-23-2024
We have reviewed RDA 11115 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-26-2024
Thank you.
RMD Director
08-28-2024
RDA 11115 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Title, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11115.
Public Records Commission
09-23-2024
PRC approves RDA 11115.