You are here
|**1.||Master summary record (log or register) documenting all activity of agency, covering housing rehabilitation, tenant relocation, economic development, property acquisition and resale, program participant applications, loan or mortgage issuance, special projects and various contacts:||PERMANENT|
|2.||Federal assistance application submitted annually to U.S. Department of Housing and Urban Development or successor agency:||PERMANENT|
|**3.||Denied or withdrawn applications for participation in any community development program:||3 years|
|**4.||Financial and statistical reports, studies or data queries, including their documentation|
|a. Reports, studies or queries having legal or fiscal value, including annual reports created from Integrated Dispersal and Information System (IDIS) or other automated system:
NOTE: Appraise records covered by part “a” for archival value. Reports and studies containing data needed to supplement or explain narrative reports (which are maintained permanently and are covered by item no. 23 in the General section) may be valuable as well as the narrative reports themselves. Contact the State Archives for additional advice.
|b. Reports, studies or queries having no legal or fiscal value, such as daily activity or other routine internal reports:||0 after no longer needed|
Case files of community development or urban renewal agency
NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Contact the State Archives for additional advice.
|a. Economic development case file, including but not limited to application, copy of loan approved, financial statements, progress reports, copies of plans and specifications, and correspondence:||6 years after final payment on loan|
|b. Business or resident relocation case file, including but not limited to vacation notice, income and need determination records, field reports, estimates of expenditures, copies of property acquisition records, rent collection records and correspondence:||6 years after last entry in record, final payment on loan or discharge of mortgage, whichever is later|
|c. Housing rehabilitation case file, including but not limited to application, notice of approval, contract, grant or loan agreement, copies of real property records, building department records, rental assistance records, specifications, property description, certificate of completion and correspondence:||6 years after completion of project, final payment on loan or discharge of mortgage, whichever is later|
d. Property acquisition case file, including but not limited to maps, plans and specifications; rent collection records and copies of tenant relocation records; demolition records; records of property improvements; advertisements of property for sale; bids and records of bid acceptance or refusal; property description; appraisal and eminent domain records, and correspondence:
NOTE: Rent collection records and copies of tenant relocation records need only be retained for 6 years.
|6 years after sale of property by local government|
|e. Property purchase and resale case file, such as F.H.A. or real property tax foreclosure, including but not limited to copies of real property records, foreclosure records, copies of building department records, property description, records of property improvements, advertisement of sale, bids and records of bid acceptance or refusal, copy of sale agreement and correspondence:||6 years after sale of property by local government, final payment on loan or discharge of mortgage, whichever is later|
|f. Public/community service project case file, such as involving community housing development organizations, including but not limited to project applications, interim financial and progress reports, inspection reports, notes and correspondence, but excludingfinal reports:||6 years after completion of project|
|g. Final reports on public/community service projects:||PERMANENT|
|h. Home acquisition program case files, financed by federal HOME program or other funding source, including but not limited to application, review records and copies of mortgage documents:||6 years after date of most recent entry in record, final payment on loan or discharge of mortgage, whichever is later|
|i. Housing investigation case record for lead poisoning, when investigation is not part of case files covered by other parts of this item:||7 years after case closed|
|j. Vouchers and financial claims for payment or reimbursement related to community development cases:||Retain as long as related case file is retained|
k. Photographs, architects' plans and sketches of buildings, streets and urban areas from all case files:
NOTE: Appraise these records for historical significance prior to disposition. Some photographs, plans and sketches may have continuing value for architectural, historical or other research and should be retained permanently. Contact the State Archives for additional advice.
|6 years after building no longer owned by local government|
|**6.||Lower income housing rental assistance records (created under Section 8 of the Housing and Community Development Act of 1974)|
|a. Master summary record (index, log or register) of applications and payments:||PERMANENT|
|b. Case file, including but not limited to applications for assistance, eligibility determination records, certifications, worksheets, correspondence and rental agreements:||6 years after denial of application, termination of agreement or close of case