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Housing Choice Voucher Program Applicant and Tenant Files

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
Certification Transaction Date
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Applicant and tenant files will be retained in Agency for one year then transferred to state records center for remainder of retention period unless digitized. Documents received in paper format will be digitized within six months. Once the images/data has been verified for accuracy completeness the paper documents may be destroyed and the electronic records will be kept for the remainder of the retention period. Applicant and tenant files will be retained in Agency for one year then transferred to state records center for remainder of retention period unless digitized. Documents recieved in paper format will be digitized within six months. Once the images/data has been verified for accuracy and completeness the paper documents may be destroyed and the electronic records will be kept for the remainder of the retention period.
Allotment Code
316.2
Record Location
404 James Robertson Parkway, Parkway Towers, office and basement file room
File Arrangement
alpha; date
Date Range
2010 - current
Annual Accumulation
5 cu ft 1 gigabytes
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
originals are housed in agency 404 James Robertson Parkway, Parkway Towers
Essential Record Media Type
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
1 year, unless digitized then 5 years
Records Center Retention Period
4 years if in paper format.
Record Sample PDF
1852.sample.pdf788.13 KB
System Name
THDA Sharepoint
Hardware Description
THDA maintains its own separate LAN/WAN infrastructure on-site at Parkway Towers, the systems are installed there on Dell servers in a VMware virtual environment. All images reside on a SQL back-end with the database housed on a Storage Area Network, which is replicated in real-time to the agency's DR warm-site located at our Section 8 Rental Assistance Field Office in Madison, TN.
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
404 James Robertson Parkway, Parkway TowersNashville, TN and the Disaster Recovery warm-site located at our Section 8 Rental Assistance Field Office in Madison, TN.
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.
Legacy Revision UUID
1852