An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11488
Effective Date
Record Series Abstract
Records include, but not limited to: applicable form(s), claim application, fiscal data, servicing file, default servicing documentation, claims and/or conveyance documentation, title evidence, and other supporting documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After the final claim or latest supplemental claim settlement date
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Single Family claim files shall be retained for seven (7) years after the final claim or latest supplemental claim settlement date. 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
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
05/2017 to current
Allotment Code
316.20
Annual Accumulation
142GB
Current Volume
1TB
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Internal Revenue Service, U.S. Dept of Housing and Urban Development, U.S. Dept of the Treasury, Freddie Mac, Ginnie Mae, U.S. Department of Agriculture, and/or U.S. Dept of Veterans Affairs
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
15 U.S.C. §§ 6801-6809, §§ 6821-6827
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
7 years
Records Center Retention Period
N/A
Retention Legal Citation
24 CFR 203.365 ; HUD Handbook 4000.1 Section IV.A.1.
Electronic Records Plan Inventory
System Name
FICS
Hardware Description
THDA maintains its own separate LAN/WAN infrastructure onsite at our main office. A Storage Area Network supports all THDA's electronic data, which is then replicated real-time offsite.
Software Description
FICS is our Servicing system of record and is a boxed/vendor application that is the permanent home for all mortgages after purchase.
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)
02-20-2025
No recommended changes.
Tennessee State Library and Archives
02-27-2025
No recommended changes.
Comptroller Audit Review
02-21-2025
We have reviewed RDA 11488 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-03-2025
Agency concurs.
RMD Director
03-14-2025
RDA 11488 is a request to create an RDA. The retention period will be seven years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11488.
Public Records Commission
04-21-2025
PRC approves RDA 11488