An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11023
Effective Date
Record Series Abstract
Program files shall be maintained for the duration of the retention period. Each file consists of the following documents at minimum: Annual recertification records, budget and financial statements, demographic data for the applicants/participants, Family Self-Sufficiency (FSS) records, HUD-required reports, lead-based paint records, move-in records, port-in/port-out records, recertification records, rent reasonableness records, repayment records, requests for tenancy approval, termination notices and supporting documentation, unit inspection reports, unserved client records, and waitlist draw records.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
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, Nashville, TN 37243
1741 Elm Hill Pike, Ste 101, Nashville, TN 37210. VRC
1741 Elm Hill Pike, Ste 101, Nashville, TN 37210. VRC
File Arrangement
alpha; date
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
1998 to Current
Allotment Code
316.2
Annual Accumulation
5 cu. ft. / 42 gigabytes
Current Volume
401.5 cu. ft. / 210 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Department of Housing and Urban Development
Essential Record
Yes - Original
Essential Record Stored
Original records in paper format shall be stored at THDA’s central and field offices in designated storage areas. Records in electronic format shall be maintained in a THDA approved software and/or server environment.
Essential Record Media Type
Paper
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 982.158
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)
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 11023 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 11023 is a request to revise an RDA. The retention period will remain 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 11023.
Public Records Commission
09-23-2024
PRC approves RDA 11023.