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Question:
What are the document retention requirements?

Answer:
  • Paragraph 9-14 of HUD Handbook 4350.3 change 4 outlines the document retention requirements. In general the retention policy is as follows:

Report

Retention Policy

Summary

must be retained in the tenant’s file for the term of tenancy plus 3 years

Income

must be retained in the tenant’s file for the term of tenancy plus 3 years

Income Discrepancy

must be retained in the tenant’s file for the term of tenancy plus 3 years

No Income

must be retained in the tenant’s file for the term of tenancy plus 3 years

New Hires

must be retained in the tenant’s file for the term of tenancy plus 3 years
must also be retained in master files

Existing Tenant Search

must be retained in a denied applicants file for 3 years, or if admitted in the tenant’s file for term of tenancy plus 3 years

Multiple Subsidy

must be retained in master files for 3 years*

Failed EIV Pre-screening Report

must be retained in master files for 3 years*

Failed Verification Report

must be retained in master files for 3 years*

Deceased Tenants Report

must be retained in master files for 3 years*

 

*Note: The Multiple Subsidy Detail report and any documentation provided to verify discrepant information for the Failed EIV Prescreening, Failed Verification Reports, and Deceased Tenants Report, must also be retained in the applicable tenant file for term of tenancy plus 3 years.

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