Core Data
RDA Number
11520
Effective Date
Wed, 09/23/2026
Record Series Abstract
Records include, but not limited to: electronic and print versions of advertisements, brochures, flyers, mailers, newsletters, posters, presentations, signs, social media graphics/posts, videos, and marketing web pages.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Five (5) years from the date of final publishing
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Records shall be retained for five (5) years from the date of final publishing. Copy of the final publishing will be transferred to Tennessee State Library and Archives. 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
Alphanumeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Raster Image
Electronic: Vector Graphics
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Raster Image
Electronic: Vector Graphics
Paper: Sheet
Date Range
2018 to current
Allotment Code
316.20
Annual Accumulation
1 cu. ft., 200 GB
Current Volume
5 cu. ft., 1 TB
Record Value
Administrative
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
Consumer Financial Protection Bureau (CFPB)
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
Paper
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Records Center Retention Period
N/A
Retention Legal Citation
12 CFR 1026.25 ; Tenn. Comp. R. and Regs. 1210-01-.03 (5)
Electronic Records Plan Inventory
System Name
M Drive
Hardware Description
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 offsite.
Software Description
Electronic files are stored on a shared network drive, secured through standard Windows NTFS-level permissions and backed up nightly.
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, 08/13/2026
No recommended changes.
Tennessee State Library and Archives
Mon, 08/17/2026
No recommended changes.
Comptroller Audit Review
Tue, 08/18/2026
We have reviewed RDA 11520 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Tue, 08/18/2026
Agency concurs. Thank you.
RMD Director
Wed, 08/19/2026
RDA 11520 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 11520.
Public Records Commission
Wed, 09/23/2026
PRC approves RDA 11520.
