Core Data
RDA Number
11505
Effective Date
Mon, 10/20/2025
Record Series Abstract
Records include, but not limited to: audit records, contracts, cost allocation plans, compliance monitoring records, operational plans, set-up forms, financial records, supporting documents, statistical records, correspondence, documents of the Grantee and/or approved subcontractor related work performed or money received under the grant contract, and all other records pertinent to an award.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Date of submission of the final expenditure report
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
LIHEAP, LIHEAPwx, and LIHWAP records shall be retained for five (5) years from the date of the final expenditure report. 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 St, Nashville, TN 37243
File Arrangement
EIN
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
2012 to Current
Allotment Code
316.20
Annual Accumulation
2 Gig (no new paper files are being generated)
Current Volume
10 Gig/25 Cubic feet
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
US Department of Health and Human Services
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
45 CFR 75.361
Electronic Records Plan Inventory
System Name
Smart Simple
Hardware Description
All data resides on Smart Simple AWS servers and infrastructure located within the U.S. and Canada and is encrypted at rest.
Software Description
The SmartSimple SAAS software is used to manage the funds of the Emergency Solutions Grants Program, the Weatherization Assistance Program, and the Low Income Home Energy Assistance Program and all other federal, state, or THDA-funded resources by Sub-Program and multiple SubFunding types, across multiple Grantees, for multiple activity types
System Location
Smart Simple servers and data are located within the United States and Canada.
Backup Procedures
For disaster recovery, a duplicate environment is maintained in a separate AWS region or availability zone as a backup environment. Daily backups are also sent to the AWS Simple Cloud Storage Service (S3) and Glacier storage service to serve as incremental backups, and retained for 90 days.
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
No recommended changes.
Tennessee State Library and Archives
Mon, 09/22/2025
No recommended changes.
Comptroller Audit Review
Fri, 09/19/2025
We have reviewed RDA 11505 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Wed, 09/24/2025
Thank you.
RMD Director
Wed, 09/24/2025
RDA 11505 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 11505.
Public Records Commission
Mon, 10/20/2025
PRC approves RDA 11505
