Core Data
RDA Number
11501
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records include, but not limited to: Non-Funded Application documents on low-income housing 9% and 4% tax credit projects and related documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Date the awards are made.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
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”) 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 Street Nashville, TN 37243
File Arrangement
Alphanumeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
1989 to current
Allotment Code
316.20
Annual Accumulation
500 Mg, 5 cu.ft.
Current Volume
2 Gig, 250 cu.ft.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Internal Revenue Service, US Department of the Treasury
Essential Record
Yes - Original
Essential Record Stored
Paper / electronic stored at Andrew Jackson Building. 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 to the agency’s offsite colocation facility.
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA 47-25-1701 and 26 CFR 1.42
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
N/A
Retention Legal Citation
Comptroller Memo dated November of 2014
Electronic Records Plan Inventory
System Name
THOMAS
Hardware Description
THDA maintains its own separate LAN/WAN infrastructure onsite at our main office in the Andrew Jackson building. A Storage Area Network supports all THDA's electronic data, which is then replicated real-time offsite.
Software Description
THOMAS is an in-house built, proprietary system used to house all LIHTC electronic data.
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)
Thu, 09/18/2025
Recommend changing Cut Off to "After funds are awarded" and Retention remaining 5 years, to clarify a total retention of 5 years instead of 10.
Update: Communicated with agency and clarified Cut-Off Explanation. (09/18/2025)
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Thu, 09/18/2025
We have reviewed RDA 11501 from an audit standpoint. We concur with the recommended changes to the retention period and Cut Off. We agree with the disposition specifications.
Agency Records Officer
Wed, 09/24/2025
Thank you.
RMD Director
Wed, 09/24/2025
RDA 11501 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of the request to create RDA 11501.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11501
