An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11024
Effective Date
Record Series Abstract
Allocations, Applications and Requirements for emergency assistance under the Housing & Economic Recovery Act of 2008. Files are not inactive until Housing and Urban Development (HUD) sends close out instructions and we are awaiting that info. However, we are not generating new records for this program as deadline and contracts have ended.
Record Series Active
No
Cut Off at End of
Other
If Other, Explain
Program Closure
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records will be maintained by agency for 5 years after cut off (program closure). Records may be kept in either paper or electronic format, or both with paper records stored at State Records Center. Any paper records converted to electronic format must be verified for content, accuracy and usability prior to destruction of paper record. Records will be destroyed at the end of retention period.
Worksheet
Record Location
404 James Robertson Parkway, Parkway Towers, office and basement file room
File Arrangement
alpha, date
Media Format Generated
Both
Date Range
2008 - current
Allotment Code
316.2
Current Volume
30 cu ft/2 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Housing and Urban Development (HUD)
Essential Record
Yes - Original
Essential Record Stored
Paper - same location as above with electronic copy at back up center in Madison, TN
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years or stored at records center
Records Center Retention Period
5 years
Retention Legal Citation
Title III of Division B of the Housing and Economic Recovery Act of 2008 24 CFR part 85 (570.487 and 570.488)
Electronic Records Plan Inventory
System Name
THDA SharePoint
Hardware Description
THDA maintains its own separate LAN/WAN infrastructure on-site at Parkway Towers, the systems are installed there on Dell servers in a VMware virtual environment. All images reside on a SQL (structured query language) back-end with the database housed on a Storage Area Network, which is replicated in real-time to the agency's DR (disaster recovery) warm-site located at S8RA 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 (enterprise content management) solution that have enabled THDA to streamline operations, maintain regulatory compliance, and move towards the ultimate goal of complete content management.
System Location
404 James Robertson Parkway, Parkway Towers Nashville, TN and the Disaster Recovery warm-site located at our Section 8 Rental Assistance Field Office in Madison, TN.
Backup Procedures
THDA's data protection routine consists of differential backups each Monday-Thursday, and full application and data backups performed each Friday. Two backup sets are created daily using the disk-to-disk-to-tape (D2D2T) methodology. The first backup set is stored on a SAS (serial attached scsi) direct-attached disk array (disk-to-disk) and the second is a duplication of the first set to a tape library equipped with dual LTO-5 (linear tape open) drives (disk-to-tape). The Information Technology department retains the disk-based copy for a period of one month, 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 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.
RDA Comments
Records Management Division (RMD)
08-22-2013
Record Series Abstract does not provide description of documents in record series. It appears that program is no longer generating records, therefore, inactive. Disposition Notes do not describe record disposition. Media Formats are inconsistent. Please specify if records are paper, electronic, or both - and describe. Please spell out any acronyms.
Tennessee State Library and Archives
08-27-2013
TSLA concurs with RMD comments.
Comptroller Audit Review
09-10-2013
We have reviewed RDA 11024 from an audit standpoint. We recommend changing retention period to 5 years.
Agency Records Officer
11-04-2013
Record Series Abstract: Allocations, Applications and Requirements for emergency assistance under the Housing & Economic Recovery Act of 2008. Files are not inactive until Housing and Urban Development (HUD) sends close out instructions and we are awaiting that info. However, we are not generating new records for this program as deadline and contracts have ended. We agree with 5 year retention. After closure records will be transfered to state storage. Destroy by state approved method.Media format stored: paper and electronic. Paper same as above, electronic at back up center in Madison,TN. NSP1=Neighborhood Stabilization Program 1; SQL=structured query language; DR=disaster Recovery; ECM=enterprise content management; SAS=serial attached scsi; LTO=linear tape open
RMD Director
11-04-2013
RDA 11024 is a request for a new RDA. Recommend approval with the following changes: Record Series Abstract: Allocations, Applications and Requirements for emergency assistance under the Housing & Economic Recovery Act of 2008. Files are not inactive until Housing and Urban Development (HUD) sends close out instructions and we are awaiting that info. However, we are not generating new records for this program as deadline and contracts have ended. Record Series Active: No Cut Off: Program Closure Total Retention: 5 years Disposition Notes: Records will be maintained by agency for 5 years after cut off (program closure). Records may be kept in either paper or electronic format, with paper records stored at State Records Center. Any paper records converted to electronic format must be verified for content, accuracy and usability prior to destruction of paper record. Records will be destroyed at the end of retention period. Media format generated: paper/electronic Media format stored: paper/electronic Annual accumulation: 5 cu ft/1 gigabyte Current accumulation: 30 cu ft/2 gigabytes Records Shared Outside of State: Yes, with Housing and Urban Development Essential record stored: paper-same location as above with electronic copy at back up center in Madison, TN Essential record media type: electronic Agency Retention: 5 years or store at State Records Center Records Center Retention: 5 years
Public Records Commission
11-20-2013
Approved with the following changes: Record Series Abstract: Allocations, Applications and Requirements for emergency assistance under the Housing & Economic Recovery Act of 2008. Files are not inactive until Housing and Urban Development (HUD) sends close out instructions and we are awaiting that info. However, we are not generating new records for this program as deadline and contracts have ended. Record Series Active: No Cut Off: Program Closure Total Retention: 5 years Disposition Notes: Records will be maintained by agency for 5 years after cut off (program closure). Records may be kept in either paper or electronic format, or both with paper records stored at State Records Center. Any paper records converted to electronic format must be verified for content, accuracy and usability prior to destruction of paper record. Records will be destroyed at the end of retention period. Media format generated: paper/electronic Media format stored: paper/electronic Annual accumulation: 5 cu ft/1 gigabyte Current accumulation: 30 cu ft/2 gigabytes Records Shared Outside of State: Yes, with Housing and Urban Development Essential record stored: paper-same location as above with electronic copy at back up center in Madison, TN Essential record media type: electronic Agency Retention: 5 years or store at State Records Center Records Center Retention: 5 years