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Apostilles and Authentications

RDA Number
Effective Date
Record Series Abstract
Records Series contains Apostille or Authentication Request Form (SS-4504) and related documentation.
Record Series Active
Cut Off at End of
Fiscal Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
The original application form is submitted to the Division of Business Services in paper form along with other attached documents showing the authentication of a notary public signature by the county clerk. The application form is scanned into the TN-BEAR system and then retained permanently. The documents submitted along with the application are not scanned in because they are stapled to the outgoing certification and returned to the customer as a part of the Apostille / Authentication process.
Allotment Code
Record Location
State Data Center North State Data Center South
File Arrangement
Date Range
March 24, 2014 - current.
Annual Accumulation
3.3 Gigabytes
Current Volume
30 Gigabytes
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Yes - Duplicate
Essential Record Stored
The original is scanned and returned to the customer upon filing. The image is stored in the TN-BEAR system permanently.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
Records Center Retention Period
System Name
TN-BEAR (Tennessee Business Entity & Annual Report) System
Hardware Description
The database and application server are hosted on virtual servers hosted in the State's data centers.
Software Description
The Software is built using current Microsoft technologies, to collect and record details, generate and store a digital image of records, monitor the status and history of records and provide search/reporting/correspondence capabilities relating to the stored records.
System Location
State Data Center North State Data Center South
Backup Procedures
The database is backed up to disk and then backed up to tape. The tape is stored off-site. The database log is backed up every five minutes, the database is backed up every hour.
Disaster Recovery
The database is restored from the most recent known good backup.
Data Migration Description
Records are maintained permanently in the TN-BEAR system.
Legacy Revision UUID