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APD Forms & Instructions

Certificate of Records Destruction

When records are destroyed, a Certificate of Records Destruction (CRD) form must be filled out and submitted to Records Management. This form documents the destruction date, record series, RDA number, date range for the records, volume

https://fs26.formsite.com/xDqYjm/rmdcod/index.html

Statewide RDA List

A Records Disposition Authorization (RDA) defines the proper storage and disposal method for a State record series. It includes a description of the record series, a retention schedule, destruction method, and other information. A statewide

Search Effective RDAs

A Records Disposition Authorization (RDA) defines the proper storage and disposal method for a State record series. It includes a description of the record series, a retention schedule, destruction method, and other information. The Records

https://rmd-rda.tnsos.net/index.php

State Records Center

This link will take you to the external website of the State Records Center

https://vitalweb.vitalrecordscontrol.com/

Statewide University RDA List

Download the Statewide University RDA List

Complete a Records Holding Report

Best Practices and Procedures

We have created a document to help you follow best practices for managing your records. Download our Official Records Management Best Practices and Procedures

https://sos-prod.tnsosgovfiles.com/s3fs-public/document/Best%20Practices%20and%20Procedures%202024.pdf?VersionId=PvnkI_jft1MgDHQaDZekpSK.h0ogb2DT

Download the Electronic Records Policy (PDF)

Download our Electronic Records Policy

https://sos-prod.tnsosgovfiles.com/s3fs-public/document/ElectronicRecordsPolicy%202024%20final.pdf?VersionId=aXXLcdp_TcVyc2XcEuMXHOIftxroH1hC

Understanding Donation Bins

On July 1, 2015, organizations operating collection receptacles ("donation bins") are subject to certain labeling requirements and must have notarized permission from property owners to place a donation bin.

Record Retention Standards

Download a copy of our Record Retention Standards

https://sos-prod.tnsosgovfiles.com/s3fs-public/document/Records%20Retention%20Standards%20May%202024.pdf?VersionId=XWS7Uw_fJpbHbiBX5U8UuHhcCvnekkfV

People also ask

What is an RDA?

RDA means “Records Disposition Authorization”. A Records Disposition Authorization (RDA) defines the proper storage and disposal method for a State record series. It includes a description of the record series, a retention schedule, destruction method, and other information.