Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2994
Database ID: 2176
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: Records are generated in paper and electronic format. Paper records are scanned onto the state server, once verified for completeness and accuracy paper will be destroyed. Records will be maintained for 7 years on a server. After retention ends, records will be purged by state approved methods. Paper records prior to scanning will remain in paper format until retention ends and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2177
Record Location: Snodgrass Tower - 8th Floor - Nashville, TN
File Arrangement: Chronologically and Alphabetically
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2004 - current
Annual Accumulation: 0 cu. ft., 2 GB
Current Volume: 70 cu. ft., 5 GB
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: Daily
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Same
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 7 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA 48-101-500
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: IE1819008WN001
IT-ABC Number:
Hardware Description: HP SAN/NAS, HP DL Servers
Software Description: Windows Server 2003, Windows Storage Server 2008, Microsoft Virtual Server, VMWare Virtual Server
System Location: TN Tower, 7th Floor Server Room – Replicated to Secretary of State Disaster Recovery Site
Backup Procedures: Incremental backup DAILY, full WEEKLY backup, full MONTHLY backup (all to virtual tape and physical tape). Physical backup tapes sent off site to Iron Mountain Vault.
Disaster Recovery: In the event of a Primary Server failure resulting in loss of data, the files would be accessed on the Disaster Recovery servers. If this is not an option due to the scope of the disaster, data would be retrieved from backup tapes previously sent to Iron Mountain.
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: Content Subject, Date Created, Format and Content Size
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:
Allotment Code: 305.01
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 10-06-2016 No recommended changes
Tennessee State Libary and Archives: 10-07-2016 No recommended changes.
Comptroller Audit Review: 2016-10-07 We have reviewed RDA 2994 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-10-2016 Thank you.
RMD Director Recomendations: 10-18-2016 RDA 2994 is a request to revise an RDA. The retention period will remain seven years and destroy. The format will change to paper/electronic. The Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of request to revise RDA 2994.
Signed Form Received: 2016-10-18
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 2994.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1188 2994 2013-10-04 Approved
2176 2994 2016-11-03 Approved