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Finance and Accounting records and Administrative files

RDA Number
11006
Effective Date
Record Series Abstract
Records include but not limited to: Bank and Trust account financial statements, including account balances and transaction lists, bank account to general ledger reconciliations and other documents relating to the general administration and financial report of the tax-exempt BOND programs.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Bank/Trust Account files must be retained for 6 years after the bonds (including bond refunds) have been redeemed. If for any reason the bonds are re-opened or refunded then the retention begins again at that point. After full maturity, the bond will be held for an additional 6 years before destruction. The agency shall review the paper and electronic records to determine whether to retain them for an additional specified period. Before any disposal of records, the Records Management Officer and Chief Legal Counsel must be consulted.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records must be contained within the agency until the bond has been fully paid off. Once the bond has been redeemed, records will then be stored at THDA for 6 years. Once the 6 year period has passed the documents would be given a final review before destruction. In the case of the bond being reopened or refunded, then the records must restart the retention period. Before any disposal of records, the Records Management Officer and Chief Legal Counsel must be consulted.
Record Location
502 Deaderick Street, Andrew Jackson Building, 3rd floor
File Arrangement
bond; date
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Paper: Book
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Email
Paper: Sheet
Paper: Book
Date Range
1996 to Current
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
Both
Information Shared Outside the State
Yes
Shared Agencies
IRS HUD Treasury
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
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
6 years after bond has been redeemed.
Records Center Retention Period
6 years after bond has been redeemed.
System Name
THDA Sharepoint
Hardware Description
THDA maintains its own separate LAN/WAN infrastructure on-site at our main office in the Andrew Jackson building; the systems are installed on servers in a VMware virtual environment. A Storage Area Network supports all THDA's virtual machines, which are 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
THDA maintains its own separate LAN/WAN infrastructure onsite at our main office in the Andrew Jackson building, 502 Deaderick Street, Nashville, TN. 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 strategy consists of backups 6 days a week. Two sets of backups are created daily using the disk-to-disk-to-tape (D2D2T) methodology. The first backup set is stored on locally attached SAS disks (disk-to-disk) utilizing RAID technology to increase performance and provide fault-tolerance. The second set is a duplication of the first set to a tape library system equipped with four LTO-5 drives (disk-to-tape). The Information Technology department retains the disk-based copy for a period of between two and four weeks, 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 tape 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.
Records Management Division (RMD)
03-16-2023
No recommended changes.
Tennessee State Library and Archives
03-21-2023
No recommended changes.
Comptroller Audit Review
03-21-2023
We have reviewed RDA 11006 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-21-2023
Agency concurs. Thank you.
RMD Director
03-22-2023
RDA 11006 is a request to create an RDA. The retention period will be six years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11006.
Public Records Commission
04-18-2023
PRC approves RDA 11006.