| 005589 |
Affordable Dwelling Unit (ADU) Program - Client Purchase Records
|
This series documents an Authority's program to provide affordable housing to qualified citizens. This series may include, but is not limited to: records of contacts with clients in regards to the purchase program, financial records, and supporting documentation. |
Retain 10 year(s) after last action |
Confidential Destruction |
|
6/9/2022 |
| 005590 |
Affordable Dwelling Unit (ADU) Program - Client Records - Incomplete
|
This series documents an Authority's program to provide affordable housing to qualified citizens. This series may include, but is not limited to: records of contacts with clients in regards to the program when no rental assistance or purchase assistance was finalized; applications, personal and financial information; and other supporting documentation. |
Retain 3 year(s) after last action |
Confidential Destruction |
|
6/9/2022 |
| 005591 |
Affordable Dwelling Unit (ADU) Program - Client Rental Records
|
This series documents an Authority's program to provide affordable housing to qualified citizens. This series may include, but is not limited to: records of contacts with contractors in regards to rental assistance program, financial records, and supporting documentation. |
Retain 3 year(s) after expiration |
Confidential Destruction |
|
6/9/2022 |
| 005592 |
Affordable Dwelling Unit (ADU) Program - Contractor/Program Administration Records
|
This series documents an Authority's program to provide affordable housing to qualified citizens. This series may include, but is not limited to: records of contacts with contractors in regards to program development and administration. Records must be kept for 10 years after last contact. |
Retain 10 year(s) after last action |
Confidential Destruction |
|
6/9/2022 |
| 009107 |
Applications for Housing - Active Clients
|
This series consists of approved applications for the subsidized housing program. This series includes but is not limited to: applications, approvals, financial data, correspondence, SAVE (Systematic Alien Verification of Entitlements) reports, and other supporting documentation. |
Retain 3 year(s) after last action |
Confidential Destruction |
24CFR901 thru 1699
|
6/9/2022 |
| 009108 |
Applications for Housing - Denied, Incomplete, or Withdrawn
|
This series consists of denied, incomplete, or withdrawn applications for the subsidized housing program. This series includes but is not limited to: incomplete applications, financial data, correspondence, and supporting documentation. |
Retain 3 year(s) after decision |
Confidential Destruction |
24CFR901 thru 1699
|
6/9/2022 |
| 009109 |
Criminal History Reports
|
This series consists of criminal history reports which may cause an applicant to be denied eligibility for housing. Reports are not included in related applicant files. This series may include,but is not limited to: requests for background checks, and other criminal history reports. |
Retain until after decision |
Confidential Destruction |
24CFR901 thru 1699
|
6/9/2022 |
| 200740 |
Financial Transaction Records
|
This series documents Redevelopment and Housing Authority financial transaction records related to procuring goods and services, paying bills, collecting debts. This series may include, but is not limited to: contracts; requisitions; purchase orders; solicitations/requests for bids; proposals, quotations, and bids; credit card/purchase card/charge card statements and supporting documentation; invoices; and leases. |
Retain 6 year(s) after final payment |
Confidential Destruction |
|
6/9/2022 |
| 005479 |
Home Investment Partnership Program Records - Administrative Records
|
This series documents the administration of the Home Investment Partnerships Program. This series may include, but is not limited to: grant agreements, financial records, program administration records, federal compliance records, and reports. |
Retain 5 year(s) after end of state fiscal year |
Confidential Destruction |
24CFR92.1 thru 552
|
6/9/2022 |
| 009530 |
Home Investment Partnerships Program Records - Project Records
|
This series consists of records of funds allocated to Community Housing Development Organizations (CHDO), or sub-recipients of home funds, for participation in projects in specific neighborhoods. This series may include,but is not limited to: applications for funding, grant records, loan documents, reports, inspections, project records, and other supporting documentation. |
Retain 35 year(s) after project completion |
Confidential Destruction |
24CFR92.1 thru 552
|
6/9/2022 |
| 005595 |
Home Ownership Programs - Program Administration Records
|
This series consists of the records of an Authority's program to provide affordable housing to qualified citizens. Includes Down Payment Closing Cost, Home Start, LHOP, Home Stretch and other supporting documentation. |
Retain 10 year(s) after last action |
Confidential Destruction |
|
6/9/2022 |
| 005594 |
Homeless Intervention Program (HIP) - Clients Denied/Incomplete
|
This series consists of the records of the state funded Homeless Intervention Program for financial assistance and/or case management to home owning families facing foreclosure because of a temporary loss of income and to assist homeless persons with start up funds. Includes contacts with clients when no assistance was provided or finalized. |
Retain 5 year(s) after last action |
Confidential Destruction |
COV 36-141 to 151
|
6/9/2022 |
| 005593 |
Homeless Intervention Program (HIP) Clients Served
|
This series documents the state funded Homeless Intervention Program for financial assistance and/or case management to home owning families facing foreclosure because of a temporary loss of income, and to assist homeless persons with start up funds. This series may include: applications, case reviews, and client correspondence. |
Retain 5 year(s) after last action |
Confidential Destruction |
COV 36-141 to 151
|
6/9/2022 |
| 005476 |
Homeowners Assistance Program Records - Approved
|
This series documents the educational and/or financial assistance provided to low-income, first time home buyers. This series may include, but is not limited to: requests for assistance, loan documents, personal and financial information, deeds of trust, and other supporting documentation. Records must be kept for 32 years after close of sale. |
Retain 32 year(s) after closed |
Confidential Destruction |
24CFR92.1 thru 552
|
6/9/2022 |
| 005477 |
Homeowners Assistance Program Records - Denied or Terminated
|
This series documents applications for the homeownership assistance program that were denied or terminated. This series may include, but is not limited to: applications, personal and financial data, and other supporting documentation. |
Retain 5 year(s) after decision |
Confidential Destruction |
24CFR92.1 thru 552
|
6/9/2022 |
| 005596 |
Housing Choice Voucher Program - Client Records
|
This series consists of records of housing choice voucher assistance provided to qualified clients, including low-income families, elderly persons with disabilities, and Housing Opportunities for Persons with AIDS (HOPWA) patients with HIV or AIDS. Includes personal and financial information, contracts, leases, mandatory reporting, and other supporting documentation. |
Retain 3 year(s) after last action |
Confidential Destruction |
24CFR811 thru 866, 24CFR982.158
|
6/9/2022 |
| 005597 |
Housing Choice Voucher Program - Family Self-Sufficiency Case Records
|
This series documents the office's participation in a federally funded program to provide families opportunity to achieve economic independence over a five-year period. This series may include, but is not limited to: personal and financial records, case manager's notes, mandatory reporting, and other supporting documentation. |
Retain 3 year(s) after last action |
Confidential Destruction |
24CFR811 thru 866, 24CFR982.158
|
6/9/2022 |
| 005598 |
Housing Choice Voucher Program - Legal Claims, Clients
|
This series documents claims against an Authority by present and/or former clients of the Housing Choice Voucher Program which provides assistance to qualified clients, including low-income families, elderly persons with disabilities, and HOPWA patients with HIV or AIDS. This series may include, but is not limited to: personal and financial records, case manager's notes, mandatory reporting, and other supporting documentation. Records are kept for 10 years after resolution. |
Retain 10 year(s) after event |
Confidential Destruction |
24CFR811 thru 866, 24CFR982.158
|
6/9/2022 |
| 005599 |
Housing Choice Voucher Program - Legal Claims, Landlords/Owners
|
This series documents claims against the Authority by landlords or owners for client damage or unpaid rent on leased property as part of the Housing Choice Voucher Program, which provides assistance to qualified clients, including low-income families, elderly persons with disabilities, and HOPWA patients with HIV or AIDS. This series may include, but is not limited to: personal and financial records, case manager's notes, mandatory reporting, and other supporting documentation. Records are kept for 10 years after resolution. |
Retain 10 year(s) after event |
Confidential Destruction |
24CFR811 thru 866
|
6/9/2022 |
| 005600 |
Housing Choice Voucher Program – Program Administration/ Contract with U.S. Department of Housing and Urban Development (HUD)
|
This series documents the Authority's program to provide affordable housing to qualified citizens. This series may include, but is not limited to: applications for funding, grant records, reports, inspections, and other supporting documentation. Records are kept for 10 years after final action or audit. |
Retain 10 year(s) after end of state fiscal year |
Confidential Destruction |
|
6/9/2022 |
| 005601 |
Housing Choice Voucher Program: Unserved Client Records
|
This series documents contacts with clients who were not qualified, declined assistance, or found alternative housing while on the waiting list for services from the Housing Choice Voucher Program which provides assistance to qualified clients, including low-income families, elderly persons with disabilities, and patients with HIV or AIDS. This series may include, but is not limited to: applications for funding, grant records, reports, inspections and other supporting documentation. Records are kept for 3 years after last contact. |
Retain 3 year(s) after last action |
Confidential Destruction |
24CFR811 thru 866, 24CFR982.158
|
6/9/2022 |
| 005602 |
Housing Modification/Rehabilitation (ModRehab) Program Records
|
This series documents requests for home modification or rehabilitation financial assistance. This series may include, but is not limited to: applications, personal and financial information, approvals, and other supporting documentation. |
Retain 10 year(s) after final payment |
Confidential Destruction |
24CFR511.1 thru 82
|
6/9/2022 |
| 005480 |
Neighborhood Housing Rehabilitation Program Records - Community Based Development Organizations (CBDO)
|
This series documents funds allocated to Community Based Development Organizations for participation in rehabilitation projects in specific neighborhoods. This series may include, but is not limited to: applications for funding, grant records, reports, inspections, and other supporting documentation. Records must be kept for 3 years after HUD closeout notification. |
Retain 3 year(s) after decision |
Confidential Destruction |
24CFR570.204
|
6/9/2022 |
| 005481 |
Neighborhood Housing Rehabilitation Program Records - Contractor Records
|
This series documents contracts for rehabilitation work on homes of low income families. This series may include, but is not limited to: requests for assistance, contacts, inspections, payments, and other supporting documentation. Records must be kept for 3 years after HUD closeout notification. |
Retain 3 year(s) after decision |
Confidential Destruction |
24CFR570.1 thru 913
|
6/9/2022 |
| 005482 |
Neighborhood Housing Rehabilitation Program Records - Loan Records - Under $8000
|
This series documents requests for home rehabilitation financial assistance less than $8000. This series may include, but is not limited to: applications, personal and financial information, approvals, and other supporting documentation. Records must be kept for 7 yrs after loan approval & signature or audit |
Retain 7 year(s) after decision |
Confidential Destruction |
|
6/9/2022 |
| 005483 |
Neighborhood Housing Rehabilitation Proram Records - Loan Records - $8000 and Over
|
This series consists of records of requests for rehabilitation financial assistance for $8000 or more. Includes applications, personal and financial information, approvals and other supporting documentation. |
Retain 17 year(s) after decision |
Confidential Destruction |
|
6/9/2022 |
| 005603 |
Operation Match Records - Clients Served
|
This series documents the Operation Match Program that allows individuals to share homes due to economic or companionship needs. This series may include, but is not limited to: personal and financial data, agreements, and other supporting documentation. |
Retain 5 year(s) after last action |
Confidential Destruction |
|
6/9/2022 |
| 005604 |
Operation Match Records - Clients, Incomplete
|
This series documents contacts with clients when no assistance was provided or finalized as part of the Operation Match Program that allows individuals to share homes due to economic or companionship needs. This series may include, but is not limited to: personal and financial data, agreements, correspondence, and other supporting documentation. |
Retain 5 year(s) after last action |
Confidential Destruction |
|
6/9/2022 |
| 009060 |
Real Property Files - Non RHA Property
|
This series consists of the records of real estate transactions supported and processed by RHA within its Community Development program, including original acquisition paperwork, deeds, dispositions, and relocations. This series may include, but is not limited to, owner data, deeds, contracts, appraisals, property development documentation (blueprints, development plan, permits, contractor, etc.), purchase orders, financial data, notes, correspondence, and supporting documentation. |
Retain 50 year(s) after project completion |
Non-confidential Destruction |
24CFR92.1 thru 552
|
6/9/2022 |
| 009061 |
Real Property Files - RHA Owned Property
|
This series consists of real estate transactions supported and processed by RHA within its Community Development program, including acquisition, deeds, dispositions, and relocations. This series may include,but is not limited to: owner data, deeds, contracts, appraisals, property development documentation (blueprints, development plan, permits, contractor, etc.), purchase orders, financial data, notes, correspondence, and supporting documentation. RETENTION AND DISPOSITION: Transfer sold property files to series 009060. For files that are inactive but RHA still owns an interest, transfer to State Records Center for 99 years. After 99 years, return to RHA for review. |
Retain 99 year(s) after no longer administratively useful |
Non-confidential Destruction |
|
6/9/2022 |
| 005605 |
Referrals, Zoning/Comprehensive Planning - Board of Supervisors
|
This series documents legislative and ministerial land referrals related to zoning and/or comprehensive land planning when Board of Supervisor approval is required and/or desirable. This series may include, but is not limited to: Board of Supervisors approval or disapproval, plans, and correspondence. |
Retain 10 year(s) after last action |
Non-confidential Destruction |
|
6/9/2022 |
| 005606 |
Referrals, Zoning/Comprehensive Planning - Others
|
This series documents legislative and ministerial land referrals related to zoning and/or comprehensive land planning when Board of Supervisor approval is not required. This series may include, but is not limited to: plans and correspondence. |
Retain 10 year(s) after last action |
Non-confidential Destruction |
|
6/9/2022 |
| 005486 |
Rental Assistance Program - Client Records
|
This series documents applications for rental assistance under the Housing Choice Voucher Program. This series may include, but is not limited to: applications for assistance, personal and financial information, leases, agreements, and other supporting documentation. |
Retain 4 year(s) after termination |
Confidential Destruction |
24CFR982.1 thru 643
|
6/9/2022 |
| 009106 |
Tenant File Purges
|
This series consist of outdated, inactive or no longer useful information purged from records series 009104, "Tenant Files - Active". This series includes but is not limited to: purged eligibility documents, occupancy data, inspection records, maintenance records, correspondence and other supporting documentation. |
Retain 5 year(s) after end of calendar year |
Confidential Destruction |
24CFR245.5 thru 435
|
6/9/2022 |
| 009104 |
Tenant Files - Active
|
This series documents current history of a tenant actively occupying RHA owned or controlled property. This series include but is not limited to: eligibility documents, occupancy data, inspection records, maintenance records, correspondence, and other supporting documentation. Every 5 years, files are purged of outdated, inactive or no longer useful information. See series 009106, "Tenant File Purges". |
Retain until after equipment, facility, or property sold or no longer in use |
Confidential Destruction |
24CFR245.5 thru 435
|
6/9/2022 |
| 009105 |
Tenant Files - Vacated
|
This series consists of Tenant Files of tenants no longer occupying RHA owned or controlled property. This series may include,but is not limited to: the terms of termination agreement, damage penalties, and other written notices. |
Retain 7 year(s) after last action |
Confidential Destruction |
24CFR245.5 thru 435
|
6/9/2022 |
| 005485 |
Transitional Housing Program - Administrative Records
|
This series consists of records related to the administration of the Transitional Housing Program. This series contains grant agreements and financial documents related to federal and state grants supporting the program. |
Retain 3 year(s) after end of state fiscal year |
Confidential Destruction |
|
6/9/2022 |
| 009531 |
Transitional Housing Program - Client Records
|
This series consists of records of transitional housing provided to homeless families. This series may include,but is not limited to: requests for assistance, personal and financial documents, agreements, leases, and other supporting documentation. |
Retain 3 year(s) after event |
Confidential Destruction |
|
6/9/2022 |
| 005607 |
Water and Sewer Financing Program - Client Records
|
This series documents contacts with clients concerning the Water and Sewer Financing Program which provides homeowners low interest loans or grants to repair, service, or replace failing water and/or sewer systems, or to connect to city or county systems. This series may include, but is not limited to: applications, grant records, reports, inspections, and correspondence. |
Retain 5 year(s) after final payment |
Confidential Destruction |
24CFR570.500 to 513
|
6/9/2022 |
| 005608 |
Water and Sewer Financing Program - Program Administration Records
|
This series documents homeowners' low interest loans or grants to repair, service, or replace failing water and/or sewer systems, or to connect to county systems. This series may include, but is not limited to: applications, grant records, reports, inspections, and correspondence. |
Retain 5 year(s) after end of calendar year |
Confidential Destruction |
24CFR570.500 to 513
|
6/9/2022 |
