An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11483
Effective Date
Record Series Abstract
Records include, but not limited to: applicant vital records such as birth certificates and social security cards.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Destroy once an individual’s identify verification status is classified as “Verified” by the Enterprise Income Verification (EIV) System.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Applicant vital records must be destroyed immediately upon verification. 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
01/2025 to current
Allotment Code
316.20
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Dept. of Housing and Urban Development
Essential Record
No
Confidential
Yes
Confidential Legal Citation
Privacy Act of 1974, 5 U.S.C. 552a
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
0 years
Records Center Retention Period
N/A
Retention Legal Citation
PIH Notice 2018-18
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)
02-20-2025
No recommended changes providing State Audit approval of 0-year retention period and destroy.
Tennessee State Library and Archives
02-27-2025
No recommended changes.
Comptroller Audit Review
02-20-2025
We have reviewed RDA 11483 from an audit standpoint. We concur with the recommended retention and disposition specifications based on the confidential legal citation requirements.
Agency Records Officer
03-12-2025
Agency concurs.
RMD Director
03-14-2025
RDA 11483 is a request to create an RDA. The retention period will be zero years and then destroy, as per the legal citation. The format will be paper/electronic. Recommend approval of the request to create RDA 11483.
Public Records Commission
04-21-2025
PRC approves RDA 11483