Core Data
RDA Number
11482
Effective Date
Mon, 04/21/2025
Record Series Abstract
Records include, but not limited to: medical records (applicants or participant records excluding certifications of need) and criminal history reports.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Destroy immediately after decision or any applicable appeal period, whichever is later.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Medical and criminal records must be disposed of immediately after a decision about their eligibility has been determined. Should an applicant/participant appeal the decision, the agency shall retain these records until the conclusion of the appeal process. The typical appeal period is 30-45 days. This record series also applies to any medical records received from current participants during the re-certification process. Records may be maintained in 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 St, Nashville, TN 37243
File Arrangement
Alphanumeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
01/2025 to current
Allotment Code
316.20
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Dept. of Housing and Urban Development
Essential Record
No
Confidential
Yes
Confidential Legal Citation
Privacy Act of 1974, 5 U.S.C. 552a
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
0 years
Records Center Retention Period
N/A
Retention Legal Citation
24 CFR 5.903(g)
Electronic Records Plan Inventory
System Name
Yardi Voyager
Hardware Description
All data resides in the Yardi Cloud on servers and infrastructure located within the U.S. and is encrypted at rest.
Software Description
Yardi Voyager is an industry-leading software provider in the rental housing space. Their software provides for the intake and management of all stages of the Housing Choice Voucher program, including online applications and recertifications, compliance workflows, applicant screening, and inspections.
System Location
All Yardi systems are located within the U.S.
Backup Procedures
Voyager Licensed Program production data is replicated in near-real-time both locally within the Voyager Licensed Program production data center, as well as to a separate, Voyager Licensed Program off-site disaster recovery location.
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)
Thu, 02/20/2025
No recommended changes providing State Audit approval of 0-year retention period and destroy.
Tennessee State Library and Archives
Thu, 02/27/2025
No recommended changes.
Comptroller Audit Review
Thu, 02/20/2025
We have reviewed RDA 11482 from an audit standpoint. We concur with the recommended retention and disposition specifications based on the confidential legal citation requirements.
Agency Records Officer
Wed, 03/12/2025
Agency concurs.
RMD Director
Fri, 03/14/2025
RDA 11482 is a request to create an RDA. The retention period will be zero years and then destroy as per the legal citation. The format will be electronic. Recommend approval of the request to create RDA 11482.
Public Records Commission
Mon, 04/21/2025
PRC approves RDA 11482
