An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2994
Effective Date
Record Series Abstract
Charitable Organization Forms Registration Applications; New Organizations (SS-6001) – 48-101-504(a); Renewing Organizations (SS-6007) – 48-101-506(b); Summary of Financial Activities (SS-6002) – 48-101-504(d); Charitable Organization Quarterly Financial Report (SS-6039) – 48-101-504(c); Charitable Organization Exemption Request Form (SS-6042) – 48-101-502(d); Disaster Relief Fundraising Financial Report (SS-6080) – 48-101-522; Disaster Relief Fundraising Quarterly Financial Report (SS-6082) – 48-101-522; Fund Raising Counsel Forms Application for Registration of a Fundraising Counsel (SS-6040) – 48-101-507(c); Professional Solicitor Forms Application for Registration (SS-6003) – 48-101-507(a); Surety Bond Form (SS-6004) – 48-101-507(a)(5); Solicitation Campaign Notice (SS-6020) – 48-101-513(g); Summary of Financial Activities of a Professional Solicitor for a Solicitation (SS-6022) – 48-101-507(d); Catastrophic Illness Trust Forms Notice of Establishment of Catastrophic Illness Trust (SS-6073) – 35-11-102(d); Summary of Financial Activities Catastrophic Illness Trust (SS-6076) – 35-11-102(e); Gaming Forms Application for Events Under $5,000 (SS-6069) – 3-17-104(e); Application for Events Over $5,000 (SS-6059) – 3-17-103(a); Affidavit Of Organization's 501(C)(3) Status (SS-6060) – 3-17-104(a); Affidavit In Support Of Filing IRS Form 990 (SS-6061) – 3-17-104(a); Affidavit In Lieu Of Minutes Of Board Of Directors Approving Annual Event (SS-6062) – 3-17-104(a)(12); Waiver Of Privacy Rights (SS-6063) – 3-17-104(a)(9); Financial Accounting Report for Events Under $5,000 (SS-6070) – 3-17-106(g); Financial Accounting Report for Events Over $5,000 (SS-6066) – 3-17-106; Notice of Failure to Return 25% of Gross Proceeds to Charitable Programs (SS-6068) – 3-17-103(a)(6)(B); Affidavit of Distribution of Proceeds from Annual Event (SS-6078) – 3-17-106(b)(3), 3-17-106(c)(2); Affidavit Of Cancellation (SS-6064) – 3-17-106(f); Amendment To Event Application (SS-6065) – 3-17-105(b)(1)
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received in both paper and electronic format. Records received in paper format are scanned into the Division’s database. Records received in electronic format are also uploaded/scanned into the Division’s database. After verification of completeness and accuracy, paper records are destroyed or returned to the customer as appropriate. The electronic records are maintained in the Division’s database for 5 years, then destroyed by state-approved methods.
Worksheet
File Arrangement
Chronologically and Alphabetically
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
0 cu. ft., 2 GB
Current Volume
70 cu. ft., 5 GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Records are stored electronically in the Division’s database.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Retention Legal Citation
TCA Title 3, Chapter 17, Part 1; Title 48, Chapter 101, Part 5
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 2994 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 2994 is a request to revise an RDA. The retention period will change from seven years and then destroy to five years and then destroy. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 2994.
Public Records Commission
09-23-2024
PRC approves RDA 2994.