Core Data
RDA Number
11515
Effective Date
Mon, 04/20/2026
Record Series Abstract
Records include, but not limited to: Completed reasonable accommodation request, verification of need, and decision letter.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Final decision is 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
THDA's Central Office
File Arrangement
Alphanumeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Spreadsheet/Database
Date Range
2020 to current
Allotment Code
316.20
Annual Accumulation
.5 Gig
Current Volume
2.75 Gig
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared Agencies
HUD
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
Privacy Act of 1974
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
5 years
Records Center Retention Period
n/a
Retention Legal Citation
PIH Notice 2018-18; 24 CFR 982.158
Electronic Records Plan Inventory
System Name
Network File Share
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
M drive fileshare
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, 03/12/2026
No recommended changes.
Tennessee State Library and Archives
Fri, 03/13/2026
No recommended changes.
Comptroller Audit Review
Thu, 03/12/2026
We have reviewed RDA 11515 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Mon, 03/23/2026
Thank you.
RMD Director
Fri, 03/27/2026
RDA 11515 is a request to create an RDA. The retention period will be five years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11515.
Public Records Commission
Mon, 04/20/2026
PRC approves RDA 11515.
