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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11030
Database ID: 2170
Record Series Title: CDBG Loan Records & CDBG Non-Performing Loan Records
Record Series Abstract: All Federal Community Development Block Grant (CDBG) loan documents and correspondences between the State, the grantee and the company should be retained for CDBG loans. These documents include but are not limited to the loan agreement, promissory note, security agreement, deed of trust, personal guaranty, certificate of insurance, and certificate of title insurance. The non-performing records show the payment histories and job creation histories for industrial development loans made with CDBG funds over the last 28 years. If a company or individual has failed to meet a project's requirements and applies for a new loan, the data will allow staff to provide info concerning those failures to ECD management before making another loan with them. Records for these include but are not limited to the verification documents, correspondence, payment histories, and necessary documentation to obtain loan.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: When loan has been paid off, the CDBG Loan program is over, or when HUD closes the program year, whichever is longer, maintain 5 years and destroy.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain these records 5 years after the CDBG revolving loan fund is over or when the loan has been paid off, or when HUD closes the program year, whichever is last, maintain 5 years and destroy.. These will identify the individual or company that did not meet the requirements and/or didn't pay back the money required. Upon end of retention period the records will be purged.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2171
Record Location: 312 Rosa L Parks Avenue, 26th Floor, TN Tower, Nashville
File Arrangement: Alpha
Media Format Generated: Electronic
Media Format Stored: Electronic: Text
Date Range: 01/85 to Current
Annual Accumulation: 50 MB
Current Volume: .5 GB
Record Value: Administrative, Fiscal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 12
Past Year: 8
2 - 5 Years: 5
Over 5 Years: 2
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: US Department of Housing and Urban Development
Essential Record: Yes - Original
Essential Record Stored: On our Microsoft File Server located at the State of TN Data Center
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: As long as the state continues to loan money from the CDBG revolving loan fund, or when loan has been paid off, or when HUD closes the program year, whichever is longer, maintain 5 years and destroy.
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Microsoft File Server CDBG TN Share Drive
IT-ABC Number:
Hardware Description: Microsoft File Server running in a VMware virtual server environment
Software Description: Microsoft Word, Excel, and PDF Documents
System Location: Microsoft File Server located in the State of TN Data Center
Backup Procedures: Nightly incremental back up(Sunday through Thursday). Weekly full back up on Friday night. Monthly full back up on last Friday of the month. Magnetic tape which are stored off-site at Iron Mountain back up storage facility.
Disaster Recovery: If data becomes lost of corrupted, a RFS will be submitted to OIR requesting a data restoration from the backup tapes containing the lost or corrupted data to its original location on the file server.
Data Migration Description: All Microsoft Office suite products allow for data files to be automatically upgraded to newer version of software by opening and choosing to convert files on the first open with the new software versions.
Metadata Description: Allowance Excel Worksheets, .9 MB, .xls Analysis Information-Loan Portfolio, 2.12 MB, .xls Employment Mail-out Information, .15 MB, .doc Reconciliation Information, 3.51 MB, .xls Allowance Word Files, 10.1 MB, .doc Closeout Files, 9.67 MB, .xls, .doc Finding Project and Lien Releases, 9.3 MB, .doc Non Active Problem Loans, 24.6 MB, .xls, .doc Reconciliation Project, 41.4 MB, .xls
Contact Information
Contact Name: Kathy Diane Jenkins
Job Title: Records Officer
Address 1: 312 Rosa L Parks Avenue
Address 2: 26th Floor, TN Tower
City: Nashville
Zip: 37243
Phone: 615/532-1712
Email: kathy.jenkins@tn.gov
Agency: Dept. of Economic and Community Development
Agency Head: Randy Boyd
Director: Jeff Bolton
Allotment Code: 33001
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 09-15-2016 No recommended changes.
Tennessee State Libary and Archives: 09-19-2016 No recommended changes.
Comptroller Audit Review: 2016-09-15 We have reviewed RDA 11030 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 09-20-2016 Thank you
RMD Director Recomendations: 09-20-2016 RDA 11030 is a request to revise an RDA. The retention period will remain five years and destroy. The Abstract, Cut Off, Disposition Notes , and Worksheet have been updated. Recommend approval of request to revise RDA 11030.
Signed Form Received: 2016-09-20
PRC Meeting Date: 11-03-2016
PRC Comments: PRC approves RDA 11030.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1867 11030 2014-02-20 Approved
2170 11030 2016-11-03 Approved