An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11332
Effective Date
Record Series Abstract
Records Series contains the recording of certification form for Municipal Clerk & Recorders: Municipal Clerk & Recorders Certification and Continuing Education Credit Application (SS-4507)
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records are received in paper format. The original is scanned into the Division’s database. Following verification of completeness and accuracy, paper records may then be destroyed. Electronic records are maintained in the Division’s database for 10 years, then destroyed by state-approved methods.
Worksheet
Record Location
312 Rosa L. Parks Ave., Nashville, TN 37243
File Arrangement
Alphabetic
Media Format Generated
Paper
Media Format Stored
Electronic
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
0.02 cubic feet, 2MB
Current Volume
0.50 cubic feet, 10MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
312 Rosa L. Parks Ave., Nashville, TN 37243
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Retention Legal Citation
T.C.A. 6-54-120
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 11332 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 11332 is a request to revise an RDA. The retention period will change from fifty years and then destroy to ten 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 11332.
Public Records Commission
09-23-2024
PRC approves RDA 11332.