Core Data
RDA Number
11498
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records include, but not limited to: original OA agreement (to lend), re-certification(s), official correspondence, and notices.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
After the transfer or sale of the final mortgage from the OA Lender or termination of mortgage insurance on the final mortgage from the OA Lender, whichever is later.
Total Retention Years
7
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
OA lender files shall be retained for seven (7) years after the transfer or sale of the final mortgage from the OA Lender or termination of mortgage insurance on the final mortgage from the OA Lender, whichever is later. 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
Alphanumeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Date Range
01/2017 to Current
Allotment Code
316.20
Annual Accumulation
1.25 Gig
Current Volume
10 Gig
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
U.S. Dept of Housing and Urban Development, Freddie Mac, Ginnie Mae, U.S. Department of Agriculture, and/or U.S. Dept of Veterans Affairs
Essential Record
Yes - Original
Essential Record Stored
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
This retention period is based upon the TDFI record retention requirements, TDFI Rule 0180-2-.01, with additional time added for potential audits as well as the Federal Housing Administration (FHA) retention period of seven (7) years found in Handbook 4000.1 under Servicing and Loss Mitigation: Title II Insured Housing Programs Forward Mortgages.
Electronic Records Plan Inventory
System Name
Optimal Blue/Comergence
Hardware Description
All data resides in Comergence on servers and infrastructure located within the U.S.
Software Description
Comergence is a leading SaaS mortgage technology business provider. Their software provides for the intake and management of originating agents, including online applications and recertifications.
System Location
All Comergence systems are located within the U.S.
Backup Procedures
Optimal Blue’s production servers are load-balanced across multiple availability zones across the US. Optimal replicates platform database backups to various regions to ensure recoverability from a disaster that affects other areas.
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)
Thu, 08/28/2025
No recommended changes.
Tennessee State Library and Archives
Tue, 09/09/2025
No recommended changes.
Comptroller Audit Review
Fri, 09/05/2025
We have reviewed RDA 11498 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Wed, 09/17/2025
Thank you.
RMD Director
Mon, 09/22/2025
RDA 11498 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 11498.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11498
