Core Data
RDA Number
2994
Effective Date
Mon, 04/21/2025
Record Series Abstract
Documents filed with the Tennessee Secretary of State Division of Business and Charitable Organizations relating to Charitable Organizations and Gaming pursuant to Tennessee Code Annotated Title 3, Chapter 17, Part 1; Title 35, Chapter 11, Part 1; and Title 48, Chapter 101, Part 5.
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
Charitable Solicitations and Gaming Documents
Hardware Description
Hardware description on file. All equipment meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) guidance.
Software Description
Software description on file. All software systems are maintained in accordance with the current standards of the State’s Strategic Technology Solutions (STS) guidance.
System Location
On file
Backup Procedures
Incremental backups of daily, weekly, monthly, and annual backup tapes. Tapes are sent to an approved vendor for storage and rotated/recycled according to agency policy and procedures that meet or exceed the current standards of the State’s Strategic Technology Solutions (STS) office.
Disaster Recovery
Disaster recovery plan on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
Data Migration Description
Migration Strategy on file that meets or exceeds the current standards of the State’s Strategic Technology Solutions (STS) office.
RDA Comments
Records Management Division (RMD)
Thu, 02/06/2025
No recommended changes.
Tennessee State Library and Archives
Thu, 02/06/2025
No recommended changes.
Comptroller Audit Review
Fri, 02/07/2025
We have reviewed RDA 2994 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 02/11/2025
Thank you
RMD Director
Tue, 02/18/2025
RDA 2994 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2994.
Public Records Commission
Mon, 04/21/2025
PRC approves RDA 2994
