An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11334
Effective Date
Record Series Abstract
Records Series contains Apostille or Authentication Request Form (SS-4504) and related documentation.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The original application form and the document to be apostilled/authenticated are submitted in paper form along with other attached documents showing the certification of a notary public signature by the county clerk if required. These documents and a copy of the Apostille/Authentication issued are scanned and stored in the Division’s database for permanent retention.
Worksheet
Record Location
State Data Center North State Data Center South
File Arrangement
Alphabetic
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
to Present
Agency
Allotment Code
30501
Annual Accumulation
3.3 Gigabytes
Current Volume
30 Gigabytes
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Duplicate
Essential Record Stored
The original is scanned and returned to the customer upon filing. The electronic copy of the application with corresponding documentation to be apostilled/authenticated and a copy of the Apostille/Authentication issued are stored within the Division.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
Pursuant to the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalization for Foreign Public Documents.
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 11334 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 11334 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 11334.
Public Records Commission
09-23-2024
PRC approves RDA 11334.