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1.[150] Master summary record (log or register) documenting all activity of agency, covering housing rehabilitation, tenant relocation, economic development, property acquisition and resale, special projects and various contacts:
RETENTION:        PERMANENT
2.[151]

Federal assistance application submitted annually to U.S. Department of Housing and Urban Development or successor agency:             RETENTION:        PERMANENT

*3.[152]

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 SARA for additional advice.

 

a. Economic development case file, including but not limited to application, copy of loan approved or denied, financial statements, progress reports, copies of plans and specifications and correspondence:
RETENTION:        6 years after denial or invalidation of application or 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:
RETENTION:        6 years after last entry in record

 

c. Housing rehabilitation case file, including but not limited to application, notice of denial or 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:
RETENTION:        6 years after denial of application or completion of project or final payment on loan

 

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:
RETENTION:        6 years after sale of property by local government

NOTE:   Rent collection records and copies of tenant relocation records need only be retained for 6 years.

 

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:
RETENTION:        6 years after sale of property by local government

 

 

f. Public/community service project case file, including but not limited to project applications, interim financial and progress reports, inspection reports, notes and correspondence, but excluding final reports:
RETENTION:        6 years after completion of project or denial of application

 

g. Final reports on public/community service projects:
RETENTION:        PERMANENT

 

h. Photographs, architects' plans and sketches of buildings, streets and urban areas from all case files:
RETENTION:        6 years after building no longer owned by local government

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 SARA for additional advice.

 
Last updated
Wed, 2015-10-14 15:21