Core Data
RDA Number
2437
Effective Date
Mon, 04/21/2025
Record Series Abstract
Records include, but not limited to: All documents, except rental and compliance records, including administration records, applicant records, reservation of fund letters, notes, deeds of trust, restrictive covenants, grant contracts/written agreements, and financial records.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Expiration or termination of the affordability period.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records must be retained for five (5) years after the expiration or termination of the affordability period. The affordability period may be 5-30 years depending on the amount of assistance provided and the program that is the source of funds. 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”) must 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, 2nd Floor, Nashville, TN 37243
State Records Center
State Records Center
File Arrangement
Application/Contract 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
1992 to Current
Allotment Code
316.20
Annual Accumulation
2.5 GB / 1 cu ft
Current Volume
80 GB / 45.5 cu ft
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Dept. of Housing and Urban Development
Essential Record
Yes - Original
Essential Record Stored
Original records in paper format shall be stored at THDA’s central office in designated storage areas. Records in electronic format shall be maintained in a THDA approved software and/or server environment.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
Privacy Act of 1974, 5 U.S.C. 552a
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
N/A
Retention Legal Citation
24 CFR 92.508 (HOME), HUD Notice CPD 21-10 (HOME-ARP), and 24 CFR 93.407 (NHTF)
Electronic Records Plan Inventory
System Name
THDA – Grants Management System (GMS)
Hardware Description
THDA maintains its own separate LAN/WAN infrastructure onsite at our main office. A Storage Area Network supports all THDA's electronic data, which is then replicated real-time offsite.
Software Description
THDA maintains a proprietary system built for the purposes of managing these grants from application through close-out. This system is web-based, with both a grantee facing portal and a back-office suite for THDA staff to manage the lifecycle of the grant, including associated documents and 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)
Thu, 02/20/2025
No recommended changes.
Tennessee State Library and Archives
Thu, 02/27/2025
No recommended changes.
Comptroller Audit Review
Fri, 02/21/2025
We have reviewed RDA 2437 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Wed, 03/05/2025
Agency concurs.
RMD Director
Fri, 03/14/2025
RDA 2437 is a request to revise an RDA. The retention period will change from three years to five years and then destroy. The format will be paper/electronic. The Title, Abstract, Cut Off, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2437.
Public Records Commission
Mon, 04/21/2025
PRC approves RDA 2437
