An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11484
Effective Date
Record Series Abstract
Records include, but not limited to (if applicable): program records, applicant records, loan applications, Program Participant Agreement, audit records, financial hardship affidavits, financial records, payoff statements, contractor selection documentation, original servicing documents, promissory note, deed of trust, insurance records, commitment condition records, 4506T forms, and supporting documentation.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
"End of Term"
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
This record series covers records for all HHF programs administered by THDA – Keep My Tennessee Home (KMTH), Blight Elimination (BEP), Down Payment Assistance (DPA), Principal Reduction with Recast Program or Lien Extinguishment (PRRPLE), and Reinstatement Only Program (ROP). Records must be retained for five (5) years after the end of term. "End of Term” shall mean the date that the services performed under all service schedules are fully complete, excluding administrative functions (e.g. the last homeowner is assisted and any loan provided to such homeowner is either repaid or fully forgiven). 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”) must 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
HHF Application / Loan Number
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
2011 to Current
Allotment Code
316.20
Annual Accumulation
2 GB / 0.7 cu ft
Current Volume
30GB / 8 cu ft
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Dept of the Treasury
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
HFA Participation Agreement
Electronic Records Plan Inventory
System Name
THDA SharePoint
Hardware Description
THDA maintains its own separate LAN/WAN infrastructure on-site at our main office. A Storage Area Network supports all THDA's electronic data, which is then replicated in real-time offsite.
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 solution that have enabled THDA to streamline operations, maintain regulatory compliance, and move towards the ultimate goal of complete content management.
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 11484 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
03-05-2025
Agency concurs.
RMD Director
03-14-2025
RDA 11484 is a request to create an RDA. The retention period will be five years and then destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11484.
Public Records Commission
04-21-2025
PRC approves RDA 11484