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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11188
Database ID: 2177
Record Series Title: Active Compliance Division Company Charter Files
Record Series Abstract: Original charter files for organizing industrial loan and thrift companies, mortgage companies, premium finance companies, check cashers, title pledge lenders, deferred presentment companies, flexible credit companies or any other company licensed by the division. This includes, but is not limited to: new applications, renewal applications, correspondence, surety bonds, annual reports, and secretary of state verification when applicable.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: After filing of documents by a company to close, terminate, surrender, withdraw, or the expiration of a license, the file will be reviewed and closed.
Total Retention: 0 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Record series covers pre-existing paper charter files that were received prior to the move to digital storage. No new document or file will be added to these records. Records will be stored at Richards & Richards while active. If company closes, license expires, or otherwise terminates, surrenders or withdraws, the file will be reviewed and closed. Once closed the record series is transferred to RDA 2944 for appropriate retention and disposition.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2178
Record Location: TN Department of Financial Institutions 312 Rosa L. Parks Avenue TN Tower, 26th Floor Nashville, TN 37243
File Arrangement: Alpha
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 1980-Present
Annual Accumulation: 0
Current Volume: 74 cubic feet
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 0
Past Year: 0
2 - 5 Years: 1
Over 5 Years: 1
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: No
Essential Record Stored:
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: TCA 45-1-120(a)
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: Permanent
Agency Retention - Years Active: 0 Yrs
Agency Retention - Years Inactive: Permanent
Records Center Retention Period:
Final Disposition after Retention Expires:
Legal Citation: TCA 45-1-120(a)
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: Shanna Brake
Job Title: Records Officer
Address 1: 312 Rosa L. Parks Avenue
Address 2: TN Tower 26th Floor
City: Nashville
Zip: 37243
Phone: 615-741-0054
Email: shanna.brake@tn.gov
Agency: Dept. of Financial Institutions
Agency Head: Greg Gonzalez, Commissioner
Director: TINA MILLER
Allotment Code: 33600
Status
Action Requested: New RDA
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 11188 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 10-10-2016 Agency concurs with TSLA, State Audit, and RMD.
RMD Director Recomendations: 10-10-2016 RDA 11188 is a request for a new RDA. The retention period is permanent and the format is paper. Company Charters must be kept permanently until a company no longer maintains a license, at which time the file is reviewed and may be transferred to RDA 2944, Closed Company Charters. The separate RDAs are to prevent any accidental destruction of active company charters. Recommend approval of request to create RDA 11188.
Signed Form Received: 2016-10-10
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 11188.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2177 11188 2016-11-03 Approved