The Capital Files: News, Events, and Updates

Tennessee Secretary of State closed Friday

Due to hazardous road conditions the Tennessee Secretary of State will remain closed on Friday, February 19, 2021. We will be monitoring email during our normal business hours. 

State Offices Closed February 17 to 18

Governor Lee has closed the State offices in Middle and West Tennessee February 17 through February 18.
Our staff will be working our normal business hours.
For more information please click HERE.

Tennessee Secretary of State closed Tuesday

Due to inclement weather and hazardous road conditions the Tennessee Secretary of State will be closed on Tuesday, February 16, 2021. We will be monitoring email during our normal business hours. 

Letter from Tre Hargett
Closure Notification Letter from Tennessee Secretary of State Tre Hargett.
Secretary of State's Downtown Nashville Offices Closed.

Due to security measures in response to the bomb that was detonated in downtown Nashville on December 25, most of the government office buildings are closed.  This does include the Tennessee Secretary of State’s office since their internal database system was affected by the internet outages and has not been fully restored.  At this time, we are NOT able to drop off work with the State since the employees are not allowed in the building.  We are in contact with the Supervisors to determine what options will be available for all of the year-end filings. 

Once we have more information, we will pass that along to you.

Scheduled closings for Secretary of State offices (nationwide)

• Thursday, December 24, 2020
Christmas Eve
Closed: Alabama, Arkansas, Georgia, Illinois, Indiana, Iowa, Kansas, Kentucky, Louisiana, Michigan, Mississippi, Montana, North Carolina, Ohio, Oklahoma, South Carolina, Tennessee, Texas, Virginia, Washington, & Wisconsin

• Friday, December 25, 2020
Christmas Day
Closed: ALL States Closed

• Monday, December 28, 2020
Christmas Holiday
Closed: Texas

Thursday, December 31, 2020
New Years' Eve

Closed: Indiana, Iowa, Kentucky, Louisiana, Michigan, Mississippi, & Tennessee

Governor Bill Lee has issued Executive Order 23 which will require all Tennessee residents to stay at home unless they are carrying out essential activities. This Order will remain in effect until April 14, 2020.  Since all Government functions are considered essential, this Order will allow us to continue to provide our necessary services to all our clients. 

Under directive from the Governor of Tennessee regarding the declaration of a state of emergency on March 12, 2020 regarding the COVID-9 virus, the Tennessee Secretary of State, Division of Business Services is implementing some new procedures.   These new procedures will begin on Monday, March 16, 2020 and will remain in effect until further notice.  Click HERE for the new procedures at the Tennessee Secretary of State’s office.

The Mayor of Nashville and Davidson County, John Cooper, has issued an Amended and Restated Order to the previous Order that went into effect on March 16, 2020.  This Amended and Restated Order keeps the Safer At Home order in place until April 24, 2020.  A copy of that order can be read HERE.   

The Tennessee Supreme Court has also declared a State of Emergency for the Judicial Branch of the Tennessee government.  All in-person proceedings in all State and Local Courts will now be suspended through April 30, 2020.  For more information, please click HERE. This does not affect our ability to search at the Court level but will limit the results to those cases filed prior to March 13, 2020.  Information on all County office closings will be communicated to our clients as that becomes available to us. 

Nationwide several other Secretary of State offices have also updated their policies to limit visits to their offices.   This will have minimal affect for most of our orders but you can be assured that we will communicate any applicable restrictions upon receipt of any order that involves an impacted office.

Most importantly, we have not reduced our staff nor closed our office, but we will be allowing our employees to work remotely as needed.  We will have employees in our office and available, as always, to assist our clients during our normal business hours of 9 AM Central Time to 4:30 PM Central Time.   You can contact our office via email (the preferred contact method) at:  info@capitalfiling.com, or by phone at 615-646-1404.  


Want to help Nashville recover from the March 3, 2020 tornadoes?

Click HERE for information on local agencies ready to help.

Want to help Nashville recover from the March 3, 2020 tornadoes?

Thank you for your generosity!

Here are a few organizations working to help those affected:

Samaritan’s Purse International Relief

Samaritan’s Purse volunteers are on the ground working in multiple hard-hit areas across Middle Tennessee. Working from church bases in all three locations, Samaritan's Purse has an outreach in Nashville, Mt. Juliet, and Cookeville.

The Community Foundation of Middle Tennessee - Middle Tennessee Emergency Response Fund

In the wake of destructive tornados, power outages, road closures and rescues throughout Davidson and surrounding counties, The Community Foundation of Middle Tennessee has activated the Middle Tennessee Emergency Response Fund to support the affected communities and nonprofits helping victims address their ongoing needs.

Grants from the Fund will be made to nonprofits providing vital services both immediate and long term. Our work helps free nonprofits up to concentrate on delivering vital services while we “connect generosity with need” and our community sets out to rebuild lives.

Nashville Tornado Response Fund

Generous is matching the first $25 of your donation to this fund and waiving our platform fee.

Responding to this disaster will require the work of numerous groups working on the various devastating impacts. This Nashville Tornado Response Fund supports groups working on the ground that are part of our city's emergency response system.

Due to the tornadoes that hit Nashville overnight, the Tennessee Secretary of State's office is closed today, Tuesday March 3, 2020.

Tennessee Secretary of State - Department of State Closure Notice


The TN Secretary of State’s office will have a delayed opening on

Wednesday, November 14, 2018, to allow for some staff training.

Their office is expected to open at 10:45 AM Central Time.

Tennessee Secretary of State - Department of State Closure Notice

"On Friday, August 31, the Department of State will be closed from
9:00 a.m. – 10:30 a.m. (Central Time) for an annual training.
We apologize for any inconvenience."

Claims Being Accepted in Settlement With SCC, LLC

The Secretary of State’s office, along with the Tennessee Attorney General’s office, is pleased to announce a settlement agreement with State Compliance Center, LLC – also known as SCC, LLC – as well as owners James Jacobs and John Jacobs.

Numerous complaints to the Division of Business Services prompted an investigation into SCC, LLC’s practices. The investigation revealed that between 2014 and 2016 the Jacobs sent allegedly misleading solicitations appearing to be from a government agency to businesses operating in Tennessee. Those solicitations made it seem like the business was required to obtain either a Certificate of Authorization or Certificate of Good Standing to legally do business in the state.

SCC, LLC charged businesses as much as $88 to obtain documents, which actually only cost $20 directly from the division. Certificates are not required to operate a business in Tennessee and are generally only necessary for other business purposes, such as obtaining a loan or entering into a contract.  The Attorney General’s office determined that the company and its owners’ actions violated the Tennessee Consumer Protection Act.

The Secretary of State’s office is now accepting claims from victims. Business owners who paid SCC, LLC for a certificate and would like to receive a portion of the settlement are required to produce documentation showing they paid SCC, LLC between 2014 and 2016.

All claims should be submitted to the Division of Business Services:

By mail: Division of Business Services
312 Rosa L. Parks Ave., 6th Floor
Nashville, TN 37243
By email:TNSOS.CORPINFO@tn.gov

The division will accept and verify claims until December 1, 2018.

ALERT! New UCC Forms

The Tennessee Secretary of State has revised UCC forms. For now, you can still submit UCC filings using the Tennessee forms revised in 2013.

Beginning soon, the Tennessee Secretary of State will only accept the following versions of Uniform Commercial Code forms:

• Tennessee forms (revised 2016)

• National forms (revised 2011)

The state has not yet determined on what date they will stop accepting the 2013-revision Tennessee forms.

We recommend that you begin using the new forms as soon as possible.

To visit the Tennessee Secretary of State's UCC forms page click here.

To view the Tennessee Secretary of State's UCC Laws and Rules page click here.

SCAM Alert: Annual Reports

(The article below was issued by the Tennessee Secretary of State)

A familiar problem is popping up again across the Volunteer State. Many businesses are reporting receiving a solicitation letter from an entity calling itself the Tennessee Council for Corporations, a private, out of state company that offers—for a fee—to file business documents on an entity's behalf with the Tennessee Secretary of State’s Division of Business Services.

This solicitation, which was titled “2016 – Annual Records Solicitation Form” and mailed out to businesses in late September, offers to file annual reports for companies in exchange for a $150 fee. However, the standard fee for filing a corporation's annual report directly with the Division of Business Services is only $20, with an additional $20 fee charged if the Registered Agent or Registered Agent address is changed.

Tennessee Council for Corporations is not registered to do business in the state of Tennessee and is not affiliated or associated with the Division of Business Services. Their solicitation looks official and can easily be confused as being from the Tennessee Secretary of State’s Office.

"It's important that our customers pay very close attention to anything they receive by mail and contact the Division of Business Services if they question anything," said Tennessee Secretary of State Tre Hargett. "These companies count on the fact that everyone doesn’t read the fine print."

Secretary Hargett has been warning consumers about government impostor schemes for years and is featured in a July 2015 video highlighting the problem.

Other companies that have generated government impostor complaints in Tennessee, but are not affiliated with the government include State Compliance Center, Tennessee State Compliance, Corporate Records Services, Division of Corporate Services and Annual Business Services. These companies have also mailed official-looking solicitation forms to businesses, claiming that they must pay filing rates far higher than what the state actually charges.

Earlier this year, the General Assembly passed the Government Impostor and Deceptive Advertisements Act, which requires the following notice be displayed on solicitations:

IMPORTANT NOTICE: The documents offered by this advertisement are available to Tennessee consumers free of charge or for a lesser price from (insert name, telephone number, and mailing address of the applicable governmental entity}. You are NOT required to purchase anything from this company and the company is NOT affiliated, endorsed, or approved by any governmental entity. The item offered in this advertisement has NOT been approved or endorsed by any governmental agency, and this offer is NOT being made by an agency of the government.

Penalties for violating this act include a fine of $100 for each letter sent and received by an individual and reimbursement of the state’s investigation and prosecution costs. Any fines collected by the Attorney General's office will be used in other consumer protection programs.

Anyone who receives a suspicious solicitation purporting to be from the government should file a complaint with the Tennessee Division of Consumer Affairs (DCA).

Three New Countries Have Joined the Hague Apostille Convention!

Brazil, Chile and Morocco have joined The Hague Apostille Convention. These countries now accept Apostilles.

To visit The Hague Convention website click here.

Need Authentications or Apostilles from Tennessee? Email us at info@capitalfiling.com for more info.