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Housing Choice Voucher Program Applicant and Tenant Files

Core Data
RDA Number
11023
Effective Date
Record Series Abstract
Applications, verification documents and checklists and inspection documents for Section 8 Housing Choice voucher applicants.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Last participation in HCV program
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Documents received in paper format will be digitized within 6 months. Once the images/data have been verified for completeness and accuracy, the paper documents may be destroyed and the electronic records will be kept for the remainder of the retention period. 1 year after the Cut Off, any existing paper originals may be sent to the State Record Center for the remainder of the retention period (4 years). Records are destroyed 5 years after the last participation in the HCV program.
Worksheet
Record Location
502 Deaderick street, Andrew Jackson Building 2nd and 3rd Floor.
File Arrangement
alpha; date
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Date Range
2010 to Current
Agency
TN Housing & Development Agency
Allotment Code
316.2
Annual Accumulation
5 cu. ft., 1 gigabyte
Current Volume
150 cu. ft., 3 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
Federal Department of Housing and Urban Development
Essential Record
Yes - Original
Essential Record Stored
502 Deaderick Street, Andrew Jackson Building 2nd and 3rd floors.
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Non-digitized paper records: 1 year
Electronic records: 5 years
Records Center Retention Period
Non-digitized paper records: 4 years
Retention Legal Citation
24CFR982
Electronic Records Plan Inventory
System Name
THDA Sharepoint
Hardware Description
THDA maintains its own separate LAN/WAN infrastructure onsite at our main office in the Andrew Jackson building. A Storage Area Network supports all THDA's electronic data, which is then replicated real-time to the agency’s offsite colocation facility.
Software Description
Microsoft SharePoint platform using Knowledge Lake - a document imaging, document capture and workflow solution designed specifically for Microsoft SharePoint. These software systems extended the agency's existing SharePoint environment into a comprehensive ECM solution that have enabled THDA to streamline operations, maintain regulatory compliance, and move towards the ultimate goal of complete content management.
System Location
THDA maintains its own separate LAN/WAN infrastructure onsite at our main office in the Andrew Jackson building. A Storage Area Network supports all THDA's electronic data, which is then replicated real-time to the agency’s offsite colocation facility.
Backup Procedures
THDA's data protection routine consists of differential backups each Monday-Thursday, and full application and data backups performed each Friday. Two backup sets are created daily using the disk-to-disk-to-tape (D2D2T) methodology. The first backup set is stored on a SAS direct-attached disk array (disk-to-disk) and the second is a duplication of the first set to a tape library equipped with dual LTO-5 drives (disk-to-tape). The Information Technology department retains the disk-based copy for a period of one month, and the tapes are transported offsite daily by a third party, Iron Mountain. Additionally, THDA employs a one month tape rotation schedule to correspond with THDA's business processes. An end-of-month full backup set is also archived at Iron Mountain facilities for a period of 12 months.
Disaster Recovery
THDA's IT division employs a Certified Business Continuity Specialist who maintains and executes the agency's Business Continuity Plan, which has been established and in place since 2008.
Data Migration Description
Overseen and conducted by THDA according to the agency's Business Continuity Plan.
Metadata Description
In SharePoint all index fields as well as division, program, and scan date, are identified by bar code in the scanning process, to effectively reduce the possibility of error. THDA captures metadata relative to an individual and/or business, i.e. SSN or Tax ID, as well as the month and date of the file relative to the business function. Additional index fields are sometimes defined and collected depending on business need or program specific information that the agency has determined is needed for accurate and timely document retrieval. IT ECM determined and designed the SharePoint taxonomy per division based on individual business processes and includes site collections, site columns, content types, and document libraries.
RDA Comments
Records Management Division (RMD)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
04-05-2022
No recommended changes.
Comptroller Audit Review
04-01-2022
We have reviewed RDA 11023 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-07-2022
Agency Concurs
RMD Director
04-08-2022
RDA 11023 is a request to revise an RDA. The retention period will remain five years and then destroy. The format will be paper/electronic. The Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 11023.
Public Records Commission
04-25-2022
PRC approves RDA 11023