An official website of the Tennessee Secretary of State.
Core Data
RDA Number
2445
Effective Date
Record Series Abstract
Records include but not limited to: Compliance monitoring of first year of LIHTC developments, including lease-up, determination of amount of eligible tax credits, etc.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of the first year of tax credit.
Total Retention Years
21
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
The records for the first year of the credit period must be retained for at least six (6) years beyond the due date (with extensions) for filing the federal income tax return for the last year of the compliance period. The federal compliance period is fifteen (15) years. All first-year tax credit documents are saved with the appropriate recipient file in THDA’s application system, which is organized by TN number. The TN number is the year they were awarded the tax credit plus their application number. Records may be maintained in either paper or electronic format, as authorized by applicable law, as long as the electronic content has been verified for completeness, accuracy, and usability. The Certificate of Records Disposal and Records Disposal Review Form (“RDRF”) shall be fully completed, as applicable, and all other procedures followed as detailed in THDA’s Records Management Policy in connection with the disposal of any records in this Record Series.
Worksheet
Record Location
502 Deaderick Street, Andrew Jackson Building, 3rd floor
1741 Elm Hill Pike, Ste 101, Nashville, TN 37210. VRC
1741 Elm Hill Pike, Ste 101, Nashville, TN 37210. VRC
File Arrangement
According to TN# - File Number
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
1989 to Current
Allotment Code
316.20
Annual Accumulation
1 cubic feet / 7 gigabytes
Current Volume
55 cubic feet / 54 gigabyte
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
US Dept. of Housing and Urban Development, US Dept. of the Treasury, Internal Revenue Service
Essential Record
Yes - Original
Essential Record Stored
Paper / electronic stored at Andrew Jackson Building. 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.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 47-25-1701
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
21 years
Records Center Retention Period
N/A
Retention Legal Citation
26 CFR PARTS 1.42-5(b)(2)
Electronic Records Plan Inventory
System Name
THOMAS
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 offsite.
Software Description
THOMAS is an in-house built, proprietary system used to house all LIHTC electronic data.
System Location
THDA maintains its own separate LAN/WAN infrastructure onsite at our main office.
Backup Procedures
THDA's backup strategy utilizes enterprise-level software and high speed disk storage as well as data tapes which are used for offsite archival purposes. Most THDA production servers are backed up to an encrypted volume on weeknights using incremental/Full backup methods. Incremental jobs run Monday - Thursday and are rolled into a full backup on Friday night. The previous incremental backups become rollbacks. The rollbacks are retained on the volume for one year.
Disaster Recovery
THDA's Operations 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.
RDA Comments
Records Management Division (RMD)
03-22-2024
No recommended changes.
Tennessee State Library and Archives
03-22-2024
No recommended changes.
Comptroller Audit Review
03-22-2024
We have reviewed RDA 2445 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-26-2024
Agency concurs. Thank you.
RMD Director
03-28-2024
RDA 2445 is a request to revise an RDA. The retention period will change from permanent to twenty-one years and then destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. The agency has explained that these records do not need to be kept permanently to meet state and federal regulations. Recommend approval of the request to revise RDA 2445.
Public Records Commission
04-24-2024
PRC approves RDA 2445