An official website of the Tennessee Secretary of State.
Core Data
RDA Number
1765
Effective Date
Record Series Abstract
Record series includes certificates submitted by the County Clerk certifying that an individual has been elected as a Notary Public and that a Notary Public certificate needs to be issued. Also includes applications for commissioning as an online notary public. Records in this series show that elected notaries public are officers of the State of Tennessee commissioned by the governor with power to administer oaths and qualify parties to affidavits.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Certificates are received in paper and electronic format. Paper records are scanned into the Division’s database, and after verification of completeness and accuracy, are destroyed by state-approved methods. Online Notary Applications are received and stored in electronic format in the Division’s database. All electronic records are maintained in the Division’s database for permanent retention. The Division will also transfer an electronic copy to TSLA.
Worksheet
Record Location
312 Rosa L. Parks Avenue 6th Floor
File Arrangement
Chronologically and Alphabetically
Media Format Generated
Electronic
Paper
Media Format Stored
Electronic
Paper
Date Range
to
Agency
Allotment Code
30501
Annual Accumulation
20 MB, 0.31 cu ft.
Current Volume
615 MB, 7.58 cu ft.
Record Value
Administrative
Historic
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Electronic records are retained in the Division permanently.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanent
Retention Legal Citation
T.C.A. 8-16-106 and 8-16-306
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 1765 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 1765 is a request to revise an RDA. The retention period will remain permanent. The format will be paper/electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 1765.
Public Records Commission
09-23-2024
PRC approves RDA 1765.