An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11479
Effective Date
Record Series Abstract
Records include, but not limited to (as applicable): Housing Assistance Payments (HAP) contract, HAP riders and/or amendments, Public Housing Agency (PHA) determination records, U.S. Dept. of Housing and Urban Development (HUD) approval of entity documentation, project accessibility feature records, records for the basis for PHA selection of the proposal, records of the PHA’s site selection determination, records to document the completion of the review of the selection process in the case of PHA-owned units, copies of the written notice of proposal selection and response of the appropriate party, analysis of impact, subsidy layering determination, environmental review record, agreement to enter into HAP contract, evidence of completion, and other records as HUD may require.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
End of HAP contract term.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records may be maintained in 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 St, Nashville, TN 37243
File Arrangement
Alpha; date
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
TBD to TBD
Allotment Code
316.20
Annual Accumulation
0 gb
Current Volume
0 gb
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Department of Housing and Urban Development (HUD)
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 983.12
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)
01-30-2025
No recommended changes.
Tennessee State Library and Archives
01-31-2025
No recommended changes.
Comptroller Audit Review
02-03-2025
We have reviewed RDA 11479 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
02-10-2025
Agency concurs.
RMD Director
02-13-2025
RDA 11479 is a request to create an RDA. The retention period will be five years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11479.
Public Records Commission
04-21-2025
PRC approves RDA 11479