An official website of the Tennessee Secretary of State.
Core Data
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, trustee statements, 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
Bond Finance and Accounting Records and Administrative Files must be retained for six (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 of the bond, the records in this Record Series must be held for an additional six (6) years before destruction.
If for any reason the bonds are re-opened or refunded, then the retention begins again at that point. After full maturity of the bond, the records in this Record Series must be held for an additional six (6) years before destruction.
Total Retention Years
6
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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, 3rd floor, Nashville, TN 37243
File Arrangement
bond; date
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Paper: Sheet
Paper: Book
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Paper: Sheet
Paper: Book
Date Range
1996 to Current
Allotment Code
316.2
Annual Accumulation
5 cu ft / 3GB
Current Volume
55.75 cu ft / 15GB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
IRS, HUD, Treasury, Freddie Mac, Ginnie Mae, USDA, and/or VA
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
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Bond Finance and Accounting Records and Administrative Files must be retained for six (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 of the bond, the records in this Record Series must be held for an additional six (6) years before destruction.
If for any reason the bonds are re-opened or refunded, then the retention begins again at that point. After full maturity of the bond, the records in this Record Series must be held for an additional six (6) years before destruction.
Records Center Retention Period
N/A
Retention Legal Citation
N/A. This retention period is based upon the IRS required post-redemption record holding period with additional time added for potential audits.
Electronic Records Plan Inventory
System Name
THDA Sharepoint
Hardware Description
THDA maintains its own separate LAN/WAN infrastructure on-site at our main office. A Storage Area Network supports all THDA's electronic data, which is then replicated in real-time offsite.
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.
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)
08-15-2024
No recommended changes.
Tennessee State Library and Archives
08-16-2024
No recommended changes.
Comptroller Audit Review
08-16-2024
We have reviewed RDA 11006 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
08-16-2024
Agency concurs. Thank you.
RMD Director
08-20-2024
RDA 11006 is a request to revise an RDA. The retention period will remain six 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 11006.
Public Records Commission
09-23-2024
PRC approves RDA 11006.