FAQs • Madison County, TN • CivicEngage

What is the length of time before disposals are made?: Once the records have been declared as non-permanent they must be measured in the time frame given for auditing purposes (usually six years). Once the records have been declared for disposal, a letter is then written by the archivist requesting permission by the public records commission to dispose of them in accordance to the County Technical Assistance Service (CTAS) manual which has numerated definitions of each type of record. Once the public records commission has approved the request, the letter is then sent on to the Tennessee State Library and Archives (TSLA) for final approval. Once permission is granted, the records can either be shredded, burned, or buried in a landfill.

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Archivist

1. Where can I find Death Records after 1956?: They can be found at: The Office of Vital Records, Tennessee Department of Health 421 Fifth Ave. N. Nashville, TN 37247 Ph: (615) 741-1763 Website

2. Where is a good starting point to search for past family members in Madison County?: Census Records is a great place to start. These can be found at the Jackson-Madison County Library.

3. Where can I find past tax records?: The actual records are kept at Madison County Archives. However, they can be viewed on microfilm at the Jackson-Madison County Library.

4. How long are certain records retained?: Most public records have a retention schedule of six years, if they are not minutes, deeds, plats, rule dockets, etc. The records that can be disposed of in the six-year time span are kept just for auditing purposes. Records that are readily disposed of in these time periods are usually kept in a records center and not the archives itself. The archives are a holding area for all permanent records.

5. What is the length of time before disposals are made?: Once the records have been declared as non-permanent they must be measured in the time frame given for auditing purposes (usually six years). Once the records have been declared for disposal, a letter is then written by the archivist requesting permission by the public records commission to dispose of them in accordance to the County Technical Assistance Service (CTAS) manual which has numerated definitions of each type of record. Once the public records commission has approved the request, the letter is then sent on to the Tennessee State Library and Archives (TSLA) for final approval. Once permission is granted, the records can either be shredded, burned, or buried in a landfill.