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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2994
Database ID: 1188
Record Series Title: Charitable Solicitations and Gaming Documents
Record Series Abstract: Charitable Organization Forms • Registration Applications o New Organizations (SS-6001) – 48-101-504(a) o Renewing Organizations (SS-6007) – 48-101-506(b) • Summary of Financial Activities (SS-6002) – 48-101-504(d) • Charitable Organization Quarterly Financial Report (SS-6039) – 48-101-504(c) • Charitable Organization Exemption Request Form (SS-6042) – 48-101-502(d) • Disaster Relief Fundraising Financial Report (SS-6080) – 48-101-522 • Disaster Relief Fundraising Quarterly Financial Report (SS-6082) – 48-101-522 Fund Raising Counsel Forms • Application for Registration of a Fundraising Counsel (SS-6040) – 48-101-507(c) Professional Solicitor Forms • Application for Registration (SS-6003) – 48-101-507(a) • Surety Bond Form (SS-6004) – 48-101-507(a)(5) • Solicitation Campaign Notice (SS-6020) – 48-101-513(g) • Summary of Financial Activities of a Professional Solicitor for a Solicitation (SS-6022) – 48-101-507(d) Catastrophic Illness Trust Forms • Notice of Establishment of Catastrophic Illness Trust (SS-6073) – 35-11-102(d) • Summary of Financial Activities Catastrophic Illness Trust (SS-6076) – 35-11-102(e) Gaming Forms • Application for Events Under $5,000 (SS-6069) – 3-17-104(e) • Application for Events Over $5,000 (SS-6059) – 3-17-103(a) o Affidavit Of Organization's §501(C)(3) Status (SS-6060) – 3-17-104(a) o Affidavit In Support Of Filing IRS Form 990 (SS-6061) – 3-17-104(a) o Affidavit In Lieu Of Minutes Of Board Of Directors Approving Annual Event (SS-6062) – 3-17-104(a)(12) o Waiver Of Privacy Rights (SS-6063) – 3-17-104(a)(9) • Financial Accounting Report for Events Under $5,000 (SS-6070) – 3-17-106(g) • Financial Accounting Report for Events Over $5,000 (SS-6066) – 3-17-106 o Notice of Failure to Return 25% of Gross Proceeds to Charitable Programs (SS-6068) – 3-17-103(a)(6)(B) • Affidavit of Distribution of Proceeds from Annual Event (SS-6078) – 3-17-106(b)(3), 3-17-106(c)(2) • Affidavit Of Cancellation (SS-6064) – 3-17-106(f) • Amendment To Event Application (SS-6065) – 3-17-105(b)(1)
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 7 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain in agency for 3 years then transfer to State Records Center and hold for 4 years, then destroy.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1188
Record Location: Snodgrass Tower - 8th Floor - Nashville, TN
File Arrangement: Chronologically and Alphabetically
Media Format Generated: Paper
Media Format Stored: PAPER
Date Range: 2004 - current
Annual Accumulation: 10 cu. ft.
Current Volume: 70 cu. ft.
Record Value: Administrative, Fiscal, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 15
Past Year: 10
2 - 5 Years: 5
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Same
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 1
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 6
Final Disposition after Retention Expires: Destroy
Legal Citation: NO
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Tabatha Blackwell
Job Title: Assistant Director/Legal Counsel Division of Charitable Solicitations & Gaming
Address 1: 312 Rosa L. Parks Avenue
Address 2: 8th floor
City: Nashville
Zip: 37243
Phone: 615-253-4573
Email: Tabatha.Blackwell@tn.gov
Agency: Secretary of State
Agency Head: Tre Hargett
Director: Brent Culberson
Allotment Code: 305.01
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 09-17-2013 No recommended changes.
Tennessee State Libary and Archives: 09-17-2013 No recommended changes.
Comptroller Audit Review: 2013-09-18 We have reviewed RDA 2994 from an audit standpoint. We concur with the recommended retention and specifications.
Agency: 09-18-2013 Thank you.
RMD Director Recomendations: 09-18-2013 Recommend approval of RDA 2994.
Signed Form Received: 2013-09-18
PRC Meeting Date: 10-04-2013
PRC Comments:
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1188 2994 2013-10-04 Approved
2176 2994 2016-11-03 Approved