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The Public Records Commission was created by statute to determine and order the proper disposition of state records. The PRC meets at least twice annually to receive an update report from the Records Management Division and discuss any records projects or outdated policies and procedures. These meetings are open to the public. See TCA §§10-7-301 through 10-7-306.
Members include:
- Secretary of State
- Comptroller of the Treasury
- State Treasurer
- Director of Legal Services
- Commissioner of General Services
- Attorney General
- Executive Director of Historical Society
- Chief Justice of Tennessee Supreme Court
A raffle is a game of chance in which a participant is required to purchase a ticket for a chance to win a prize, with the winner to be determined by random drawing.
No. Only qualified 501(c)(3) or 501(c)(19) organizations that have applied and been approved are allowed to hold a raffle. Holding a raffle would be a violation of law and subject to criminal prosecution.
If the Secretary of State is notified of an unapproved event, the Division will notify the local district attorney general. Conducting an unapproved game of chance may be a violation of the criminal gaming statute, and local law enforcement has jurisdiction to investigate and prosecute the individuals responsible for the event.
Only a qualified 501(c)(3) or 501(c)(19) organization that has submitted an application to the Division of Charitable Solicitations and Gaming and that has been approved by the Tennessee General Assembly can hold a raffle.
Raffles, reverse raffles, cakewalks, cake wheels, and bingo.
Commitment of Respect
The staff of the Tennessee State Library and Archives affirms its ongoing dedication to treating all people with respect and dignity. Libraries and archives have a long history of working to provide equal access to resources and services for all communities. We also recognize our duty to achieve an archival collection that reflects the experiences of Tennessee’s diverse population from urban to rural, farm to factory, and across the demographic spectrum. We acknowledge that our work in this area is never complete and remain available to community partners from every part of our society. We will continue to apply the highest standards of professionalism and respect in our work as we welcome visitors and develop new ways for Tennesseans to access information and interact with their historical records. As individuals we stand with all persons seeking justice and an end to any discriminatory practice that undermines the value of human life.
Yes. The individuals who are not allowed to purchase tickets include:
- Any member of the board of directors of a 501(c)(3) or 501(c)(19) organization authorized by the general assembly to operate an annual event for such organization.
- Any officer or employee of a 501(c)(3) or 501(c)(19) organization authorized by the general assembly to operate an annual event for such organization.
- Any immediate family member residing in the same household as the board of directors or an officer/employee of the organization. (The Charitable Gaming Law defines immediate family as spouse, child, step-child, brother, sister, son-in-law, daughter-in-law, parent or grandparent)
- Any member of the general assembly during such member's term of office as a member of the general assembly.
- The Secretary of State or any employee of the Secretary during the Secretary's term of office and such employee's term of employment with the Secretary.
- Any vendors including employees, agents, or subcontractors (also includes immediate family members of the same household) who provide printing services, telephone services, and any records, devices, or other gaming-related supplies and those who provide prizes for the authorized annual gaming event.
An organization that fails to submit the report by 90 days will be responsible for a $10.00 per month late fee. If a report is not filed at all, action may be taken against the organization. Failure to timely file in 2 of 3 consecutive gaming event periods could result in disqualification from conducting future events.
Yes. A financial report is due 90 days after the annual event date stated in your application. If gross revenue from an event exceeds $75,000 an audited financial statement is also required. Also, organizations must return at least 25% of its gross proceeds of the event back to its stated charitable purpose or program.
Per state and local guidelines, face coverings are now optional for the public and staff. Staff will continue maintaining the recommended six feet distance when interacting with visitors.
No. The law only allows qualified 501(c)(3) and 501(c)(19) organizations to hold gaming events. Political candidates and campaigns for public office are not considered 501(c)(3) or 501(c)(19) tax exempt organizations.
Briefcases, bags, totes, purses, and notebooks are subject to examination by a staff member when entering or leaving the Reading Room.
Lockers are available for patrons to store belongings during their visit. The Library & Archives is not responsible for any personal items left unattended. Visitors using original manuscripts will be required to leave their belongings in a locker.
Backpacks must be stored in a locker. If a backpack is too large to fit in a locker, then it must either be locked in the patron's vehicle or stored in the main lobby while using Library & Archives materials.
Please contact the district attorney for the county in which you believe the game of chance is taking place or contact Charitable Solicitations at (615) 741-2555 and the Division will notify the appropriate authorities.
No. If someone is required to pay for a chance to win a prize, it is considered a raffle. Only qualified and approved 501(c)(3) and 501(c)(19) organizations may hold a raffle. It does not matter that the payment is called a “donation.”
Organizations with an approved gaming event can begin selling tickets 120 days before the event.
Poker games and/or tournaments, pull-tabs, punchboards, video lottery games, instant and online lottery games, keno, and games of chance associated with casinos including, but not limited to slot machines, roulette wheels, and the like. Events such as bingo or “casino nights” that are purely recreational in nature and in which participants are not required to pay to participate with the promise of a prize, jackpot, or “winner-takes-all” would not fall into this category.
Yes, however each participating organization must file an application and each pay the required fee. All applicants must qualify. If one organization fails to qualify, then participants will be rejected.
The nonprofit must file a notice with the Division stating the reason less than 25% was returned to its charitable purpose or program. If this happens in two (2) consecutive years, the nonprofit will be disqualified from applying or holding future gaming events for a period of five (5) years.
The Division of Charitable Solicitations and Gaming maintains a list of approved events on its website at Gaming Events.
Raffles and games of chance are considered gambling, which is prohibited in Tennessee. However, certain charitable organizations are allowed to apply to have one raffle, reverse raffle, cakewalk or cakewheel each year if that event is conducted in accordance with the procedures set forth in the Tennessee Charitable Gaming Implementation Law.
The Library & Archives provides free patron parking in its garage. To access the garage, patrons must obtain a library card at the first-floor receptionist desk.
First-time patrons may temporarily park in the parallel street parking on Rep. John Lewis Way N. After receiving an activated library card from the security receptionist, patrons should move their vehicles to the garage via the ramp on Jackson Street/Junior Gilliam Way.
On weekends, visitors may also park free in the state employee parking lots around the Bicentennial Capitol Mall State Park.
No. An event is considered a raffle if someone must pay for a chance to win a prize and would be a violation of law. It does not matter that the payment is called a “donation.”
A qualified 501(c)(3) or 501(c)(19) organization is a group that has been recognized by the Internal Revenue Service (IRS) for at least five years as a tax-exempt organization and which has been in continuous and active existence in the State of Tennessee. 501(c)(3) and 501(c)(19) tax-exempt status can only be granted by the IRS. To learn more about the application process for tax-exempt status, please visit the IRS's web page for Charities & Nonprofits.
We index information in the UCC system based upon the name of the debtor.
The required indebtedness language is “Maximum principal indebtedness for Tennessee recording tax purposes is $____________________________.” Tennessee law imposes a recording tax on any instrument evidencing indebtedness, including, but not limited to, mortgages, deeds of trust, conditional sales contracts, and financing statements.
The “indebtedness” is the principal debt or obligation which is reasonably contemplated by the parties to be included within the terms of the agreement. "Indebtedness" does not include any amount of interest, collection expense including, but not limited to, attorney's fees and expenses incurred in preserving, protecting, improving, or insuring property which serves as collateral for the indebtedness, or any other amount, other than the principal debt or obligation, for which a debtor becomes liable unless such amount is added to the principal debt or obligation, and is used to calculate additional interest pursuant to refinancing, reamortization, amendment or similar transaction or occurrence.
Request a search by filing an Information Request (UCC11). The fee for a copy search is $15.00 for each filing plus $1.00 per page.
Our online search (https://TNBEAR.TN.gov/UCC) displays summary information about a financing statement (debtors, secured parties, dates). Information Requests (UCC11) can now be submitted online and as soon as payment is complete, you are able to retrieve a .pdf file of the images.
Please note that a financing statement fling will not appear in a UCC11’s search results until the processed-through date in the office has passed the online filed date and time. The processed-through date appears in red at the top of the UCC Online Services page
Currently, credit cards, debit cards, and e-check payments are available for web filed documents. File online at https://TNBEAR.TN.gov/UCC
We do not accept faxed or emailed filings. However, you may file online at https://TNBEAR.TN.gov/UCC.
UCC forms are available online on our Business Forms & Fee page.
Use the online UCC search tool or file a UCC11 Information Request.
T.C.A. § 47-9-516(b) provides a list of rejection reasons. The following are some examples:
- The UCC filing is not filed on the proper form. The appropriate forms are the Tennessee forms prescribed by T.C.A. § 47-9-521 and those approved by the International Association of Commercial Administrators (IACA).
- The correct total amount due for the filing fee and recording tax (if applicable) was not submitted. Note: When an inadequate payment amount for multiple transactions is submitted with a UCC3, all transactions are rejected.
- When filing an amendment, the initial financing statement file number is not legible or cannot be matched to an un-lapsed initial financing statement.
- For a continuation, the record is not filed within the six month window prior to the lapse date.
- In the event of an assignment, the filing fails to legibly provide the name and mailing address of the assignee.
- When an amendment adds a new party, the record does not legibly provide the new party’s name and/or mailing address.
- When an amendment adds a new debtor, the record does not legibly identify the debtor’s name and/or mailing address.
- When an initial financing statement or an amendment that increases the maximum principal indebtedness does not include the required indebtedness language.
- A check could not be honored.
- The original file number (UCC1) was not provided when you submitted a UCC3.
Please be sure that any filing not submitted on a Secretary of State form (especially search requests) includes all of the required information. Our forms contain all of the required information.