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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1154
Database ID: 199
Record Series Title: Uniform Commercial Code Financing Statement Filings
Record Series Abstract: Uniform Commercial Code financing statements (UCC1), amendments (UCC3), and information statements (UCC5) filed pursuant to Tennessee Code Annotated Section Title 47 Chapter 9 Part 5.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: The lapse date of the underlying financing statement.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Documents submitted for filing are scanned in electronically and stored as a TIFF image. The original documents are returned to the customer. Pursuant to Tenn. Code Ann. § 47-9-522, UCC records must be maintained for at least one (1) year after the underlying financing statement’s lapse date. Five (5) years after the underlying financing statement’s lapse date, all UCC records associated with the underlying financing statement are destroyed by state-approved method. The lapse date of a UCC financing statement depends on a number of factors set forth in Tenn. Code Ann. § 47-9-515. A UCC record could lapse as soon as five (5) years after it is filed. Some UCC financing statements may never lapse.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 199
Record Location: 312 Rosa L. Parks Ave., Nashville, TN 37243: 7th Floor Server Room
File Arrangement: Alpha Numeric
Media Format Generated: Both
Media Format Stored: Electronic: Other
Date Range: 1964 - current
Annual Accumulation: 20 GB
Current Volume: 200 GB
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 10
Past Year: 10
2 - 5 Years: 10
Over 5 Years: 10
Data Update Frequency: Weekly
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Duplicate
Essential Record Stored: Original record is returned to customer. Duplicate is retained by agency as TIFF image.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 Years to Perpetuity
Agency Retention - Years Active:
Agency Retention - Years Inactive: 0
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation: Tennessee Code Annotated Section Title 47 Chapter 9 Part 5.
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Tennessee Business Entity and Annual Reports (TN Bear)
IT-ABC Number: N/A
Hardware Description: HP SAN/NAS, HP DL Servers, Microsoft Virtual Server, VMWare Virtual Server
Software Description: Microsoft .NET, Microsoft SQL Server, Microsoft Windows Server MSIIS
System Location: 7th Floor, W R Snodgrass Tower, Secretary of State Server Room
Backup Procedures: Incremental backup daily, full weekly backup, full monthly backup (all to tape). Backup tapes sent off to Iron Mountain, Nashville, TN.
Disaster Recovery: Peak 10 Disaster Recovery (Hot) Site, Franklin, TN.
Data Migration Description: The Information Services Division maintains and migrates data according to system updates, upgrades and replacements. Full procedures are available with the Information Services Division.
Metadata Description: (Varies according to individual RDA should include Content Subject, Date Created, Format and Content Size)
Contact Information
Contact Name: Cody York
Job Title: Director of Publications
Address 1: 312 Rosa L. Parks Blvd 8th floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-2650
Email: cody.york@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director: Nathan Burton
Allotment Code: 30501
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-17-2015 No recommended changes.
Tennessee State Libary and Archives: 09-17-2014 No recommended changes.
Comptroller Audit Review: 2015-09-17 We have reviewed RDA 1154 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 01-26-2015 Thank you.
RMD Director Recomendations: 09-23-2015 RDA 1154 is a request to revise an RDA. The retention period will change from zero years and destroy to five years and destroy. The format will change from paper to electronic. Recommend approval of request to revise RDA 1154.
Signed Form Received: 2015-09-23
PRC Meeting Date: 10-13-2015
PRC Comments: PRC approves RDA 1154
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
199 1154 2015-10-13 Approved