An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11490
Effective Date
Record Series Abstract
Records include, but not limited to: application, applicable form(s), financial records, file memo/notes, supporting documents, statistical records, training records and other supporting documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After case file termination; in the alternative if the counseling is conducted pursuant to a HUD grant, then the date the final grant invoice was paid by HUD.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Mortgage counseling files shall be retained for five (5) years from case file termination; in the alternative if the counseling is conducted pursuant to a HUD grant, then five (5) years from the date the final grant invoice was paid by HUD. 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
Alphanumeric
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
01/2015 to Current
Allotment Code
316.20
Annual Accumulation
1GB / 0.6 cu ft
Current Volume
42GB / 6 cu ft
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, Freddie Mac, Ginnie Mae, U.S. Dept. of Agriculture, U.S. Department of the Treasury and/or 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
5 years
Records Center Retention Period
N/A
Retention Legal Citation
24 CFR § 214.315
Electronic Records Plan Inventory
System Name
Outcome Tracker
Hardware Description
All data resides in the Outcome Tracker Cloud on servers and infrastructure located within the U.S.
Software Description
Outcome Tracker is a vendor CRM software and is the system of record for our mortgage counseling program.
System Location
All Outcome Tracker systems are located within the U.S.
Backup Procedures
Outcome Tracker production data is hosted in an AWS environment that is replicated in near-real-time between redundant AWS data centers.
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)
02-27-2025
No recommended changes.
Tennessee State Library and Archives
02-27-2025
No recommended changes.
Comptroller Audit Review
02-28-2025
We have reviewed RDA 11490 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 11490 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 11490.
Public Records Commission
04-21-2025
PRC approves RDA 11490