APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

This schedule covers the records formerly listed under Records

Control Schedule FHA-13, Title I Records.

Item

No. Description of Records Disposition

A. POLICY AND PROCEDURES

1\. Title I General Distribution Letters. Disposal not authorized.

These are letters to all qualified (NARA Job NN-167-87,

lending institutions and Directors of item 1)

all FHA Field Offices with informational

copies of those addressed to lending

institutions being forwarded to Field

Offices. They contain policy statements

of FHA with respect to Title I lending

activity. Record copies of both types

of letters, along with other

administrative issuances are being

retained as part of the complete

administrative issuances file.

2\. Minutes of the Substantial Compliance Transfer originals to

Committee. Originals of these minutes, the FHA Archives

dated, consecutively numbered, signed Records. Destroy

by the Chairman and members of the nonrecord, carbon copies

committee, are permanent records and after 1 year. (NARA Job

are housed in the FHA Archives NN-167-87, item 2)

Records. Copies are nonrecord.

It is the Committee\'s function to waive

compliance with regulations covering

interest and maturity of loans, and the

terms, conditions and restrictions under

which loans, advances of credit, and

purchases may be insured under Sections

2 and 6 of Title I of the National

Housing Act. The Committee may waive

compliance if, in its judgment, the

enforcement of such regulations would

impose an injustice upon an institution

which has substantially complied

therewith in good faith and refunded or

credited any excess charge made, and if

such waiver does not involve an

increase of the obligation of

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APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

Item

No. Description of Records Disposition

FHA beyond the obligation which

would have been involved if the

regulations had been fully complied

with.

3\. General Title I Policy and Procedures Disposal not authorized.

Correspondence of the Assistant (NARA Job NN-167-87,

Commissioner for Property Improvement. item 3)

These are the policy and instructional

records of the Assistant Commissioner

for Property Improvement, including

reports of a specialized nature on

Title I operations, copies of Title I

regulations and policy correspondence

relating to preparation of Title I

regulations, administrative

instructions, general correspondence

relating to economic conditions,

lending activity and general matters

pertaining to official Title I

business.

4\. RESERVED.

B. TITLE I OPERATIONS

5\. Credit Files of Title I Lending Transfer to Federal

Institutions. These files include a Records Center annually

complete record on financial those files on which

institutions approved to make insured approval has been

Title I loans, with correspondence and withdrawn. Disposal not

a copy of the letter of approval and authorized. (NARA Job

the signed acceptance of the Title I NN-167-87, item 5)

contract, and lenders\' procedures

pertaining to credit collection and

dealers. Certificates of approval are

issued to financial institutions; a copy

of the letter approval is maintained in

these files.

These records document the relationship

between financial institutions and the

FHA with respect to approval or

withdrawal of approval of the Title I

program and are of continuing reference

value.

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APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

Item

No. Description of Records Disposition

6\. Card Index of Title I Lenders and Destroy when superseded

Branches. This index is for current or obsolete. (NARA Job

reference and does not have record NN-167-87, item 6)

value.

7\. Visible Accounting File of Title I Destroy when superseded

Lenders\' Activity. This is a current or obsolete. (NARA Job

reference file only, pertaining to a NN-167-87, item 7)

limited number of financial

institutions where the number and/or

dollar volume of Title I claims is

running high. Cards are used to

determine whether a Title I financial

representative should be sent to the

institution to review the institution\'s

dealer files, collection procedure and

credit policy. It is a current working

file, having no continuing reference

value.

8\. Card Index of Financial Institutions. Destroy when superceded

This is a financial institution or obsolete. (NARA Job

corespondence file maintained for NN-167-87, item 8)

quick reference. Nonrecord.

9\. Dealer Claim Cards and Card File of Destroy when superceded

Dealers Operating Under the Title I or obsolete. (NARA Job

Program. Reference only. NN-167-87, item 9)

10\. Eligibility Files. These are records Disposal not authorized.

of continuing value. In addition to (NARA Job NN-167-87,

correspondence with property owners, item 10)

dealers, manufacturing firms and

Title I lenders, they contain plans and

specifications and literature on

products for financing under Title I,

and legal rulings on eligibility

matters from the General Counsel.

11\. Title I Lending Institution

Correspondence File.

\(a\) Agreements between lenders and the Destroy 10 years after

Federal Housing Administration termination of

with respect to property agreement. (NARA Job

improvement loans; agreements on NN-167-87, item 11(a))

the

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APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

Item

No. Description of Records Disposition

transfer of loans and reserves

between lenders and the FHA

approval of such transfers; and

participation agreements.

\(b\) Record and report of Title I Transfer to Federal

Financial Representative survey of Records Center after 2

individual lending institutions years. Destroy after 5

and correspondence relating years. (NARA Job

thereto; general correspondence NN-167-87, item 11(b))

in connection with requests for

data from financial institutions

as to their standing in the Title I

Program, as compared with other

institutions in the area; general

financial institution correspondence

pertaining to requests for

information, requests for

authorization status at a given

time, informational copies of

credit correspondence and items

of similar reference value,

such as monthly delinquency reports.

These records will have no further

operational value after the

retention period.

12\. Dealer Correspondence Files.

\(a\) Dealer files pertaining to Transfer to Federal

requests for information or Records Center after 2

complaint cases involving dealers years. Destroy after 6

wherein satisfactory adjustment years. (NARA Job

has been made. NN-167-87, item 12(a))

\(b\) Complaint files on dealers on Transfer to Federal

which administrative action is Records Center 5 years

taken. after completion of

administrative action.

Destroy 10 years after

action is completed.

(NARA Job NN-167-87,

item 12(b))

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APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

Item

No. Description of Records Disposition

These files pertain to complaints on

dealers where, after due consideration

and investigation, it is determined

that no administrative action is

necessary by reason of complaints

being satisfied. They are of only

temporary value. Where administrative

action is deemed in order, after due

consideration and investigation, and

such action is taken, the files are

to be held for a period of ten years,

as in the case of the correlative

investigation files.

12-1. Correspondence Between Title I Destroy after 3 years.

Operations Section and the Field (NARA Job NN-167-87,

Office Directors. item 12-1)

File contains correspondence of a

general, nonsubstantive nature

between Directors and lending

institutions.

12-2. Congressional and Miscellaneous Destroy after 3 years.

File. File contains correspondence (NARA Job NN-167-87,

from members of Congress, with item 12-2)

replies, and correspondence from

individuals of a general,

nonsubstantive nature which does

not pertain to any specific

lending institution or FHA claim

file. Correspondence with

Congressional Committees will be

retained.

13\. RESERVED.

13-1. Procedure for Handling Title I Disposal not authorized.

Examinations, Correspondence and (NARA Job NN-167-87,

Training, File for Title I Field item 13-1)

Representatives. These records

are of continuing value.

13-2. Copies of Field Unit Surveys, Destroy when superseded

Title I Collections. This or obsolete. (NARA Job

reference file contains monthly, NN-167-87, item 13-2)

semiannual and annual, by fiscal

years, Field

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APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

Item

No. Description of Records Disposition

inventory and report of collections,

copies of internal auditor\'s findings

to correct discrepancies, Field

supervisor reports and other reference

data of an administrative nature.

13-3. Yearly Reports to Field Disposal not authorized.

Offices\--Field Collection (NARA Job NN-167-87,

Operations. These reports are item 13-3)

prepared to show Field collection

activity on Title I claims. Each

yearly report consists of one

large sheet, showing inventory of

Title I claims on hand and the total

collections by loan servicing

representatives, offices and Regions.

Record copy.

C. LIQUIDATION

14\. RESERVED.

15\. Rulings and Opinions of the General Disposal not authorized.

Counsel. File contains various (NARA Job NN-167-87,

decisions or opinions which have been item 15)

rendered with respect to liability,

eligibility and procedures for

collection. They are used as a

basis for collection procedures by

the Title I Liquidation function.

16\. Writeups on Compromise Cases. Copies Disposal not authorized.

of writeups where compromise cases (NARA Job NN-167-87,

have been submitted to the Collection item 16)

Committee, Assistant Commissioner for

Property Improvement and Legal

Division for examination. A copy of

each compromise writeup is a part of

the individual file; however, these

records are to be retained since they

are in small volume and useful for

reference.

10/88 6

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APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

Item

No. Description of Records Disposition

17\. Correspondence and Reports Pertaining Disposal not authorized.

to Contacts With U.S. Attorneys In (NARA Job NN-167-87,

Collection of Title I Claims Through item 17)

Legal Means. File contains

correspondence and reports relating to

judgments, filing of proof of claim

summons and complaint and other legal

records in the nature of reconcilement

surveys. They are used as a basis for

establishing or sustaining effective

procedures in the collection of

Title I claims. Records are small

in volume.

18\. Title I Docket Files. Files contain Transfer annually to the

security instruments taken to support Federal Records Center

the claim of the Government against all files which have

debtors where default has resulted in been declared by the

payment of financial institution Assistant Commissioner

claims by the Federal Housing for Property Improvement

Administration. No documents to be \"inactive\" or

are contained in these files on \"uncollectible.\" (NARA

claims paid in full or settled by Job NN-167-87, item 18)

compromise agreement.

18-1. Title I Claim Files.

\(a\) Title I Claim Files pertaining Transfer to Federal

to defaulted loan accounts Records Center as volume

closed by payment in full, by warrants. Destroy 1

repurchase, by cancellation or year after account has

by compromise settlement. been closed or property

acquired by the FHA.

(NARA Job NN-167-87,

item 18-1(a))

\(b\) Title I Claim Files pertaining Destroy after writeoff

to defaulted loan accounts and removal (for

closed as unrecoverable where transfer to document

debt is extinguished by legal vault) of the credit

action through bankruptcy and/or application; credit

non-asset decedent estates. report, if any; FH-7,

Title I Claim for

Loss\--Application

Voucher; and Form

FHA-167 security

collateral record, if

any. (NARA Job

NN-167-87, item 18-1(b))

10/88

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APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

Item

No. Description of Records Disposition

\(c\) Title I Claim Files pertaining Transfer to Federal

to ineligible claims. Records Center as volume

warrants. Destroy 6

years after close of

fiscal year during which

declared ineligible.

(NARA Job NN-167-87,

item 18-1(c))

\(d\) Title I Claim Files pertaining Destroy after writeoff

to uncollectible loan accounts and removal (for

reflecting outstanding balances transfer to document

due the United States and not vault) of the credit

failing into categories (a) or application; credit

\(b\) above in this item. report, if any; FH-7,

Title I Claim for

Loss\--Application

Voucher; and Form

FHA-167 security

collateral record, if

any. (NARA Job

NN-167-87, item 18-1(d))

The period of one year indicated for item (a) involving cases closed

by payment in full, by repurchase, by cancellation or by compromise

settlement is adequate for audit and operational purposes. Cases

involve claims paid by the FHA which have been liquidated by the

debtor, settled by compromise with the debtor, or repurchased by the

lender, as well as cancelled cases on which no amount is owing to

the Government. In connection with item (b) pertaining to cases

identified as unrecoverable, the unsecured note, other relevant data

and the account card are retained and the Title I claim files are

destroyed. Item (c) refers to cases on which there is no amount

owing to the Government. Item (d) refers to all other types of

unliquidated balances of Title I claims paid by the FHA. As in (b),

the unsecured note, other relevant data, and the related account card

are retained and the Title I claim files are destroyed.

19\. Title I Account and Judgment Cards Transfer to

and Claims. In the Liquidation Comptroller\'s Division,

function, these are active working Title I Section, when

files in connection with vigorous the obligation is paid

collection efforts pursued upon the in full or compromised

payment of Title I claims made to or upon determination

the FHA by financial institutions. that claim involved is

uncollectible or

unrecoverable. (NARA

Job NN-167-87, item 19)

10/88 8

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APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

Item

No. Description of Records Disposition

20\. Detailed Surveys of Title I Destroy when

Liquidation Activity. These are superseded or obsolete.

studies on the effectiveness of (NARA Job NN-167-87,

existing procedures used for item 20)

estimating future activities

and needs; planning more efficient

operations and determining

effectiveness of current methods.

These files are in the nature of

operating procedure surveys and are

important for reference.

21\. Administrative Files of the Destroy after 3

Liquidation Function And Subordinate years. (NARA Job

Units. File contains general NN-167-87, item 21)

correspondence, interoffice memoranda,

budget estimates, copies of

requisitions, nonrecord reports,

etc. Principal records of this

activity are provided for retention or

disposal in accordance with records

requirements and audit of claims

accounts. These particular files are

important primarily for reference

in operations.

22\. Unofficial Personnel Folders. This Use General Records

item is nonrecord. Schedule 1, item 18.

23\. Chronological Files of Liquidation Destroy after 1 year.

Function and Subordinate Units. (NARA Job NN-167-87,

Reference only. item 23)

24\. Monthly Reports to the Assistant Destroy when superseded

Commissioner for Property Improvement, or obsolete. (NARA Job

Covering Inventory, Cash Collection NN-167-87, item 24)

and Production Data. File contains

a narrative statement pertaining to

progress in Title I Liquidation

activity. Reference copies.

25\. RESERVED.

26\. Control Lists of Title I Claims in Destroy after 1 year.

Progress. Reference and control. (NARA Job NN-167-87,

Nonrecord. item 26)

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APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

Item

No. Description of Records Disposition

27\. Control Record of Title I Claims Destroy when case is

Files Forwarded to U.S. Attorneys. returned from U.S.

This is a simple control file Attorney. (NARA

showing MCP Case Number and dollar Job NN-167-87, item 27)

amount of each case.

28\. Work Sheets Used in Preparation of Destroy after 6 months.

Monthly and Annual Reports of (NARA Job NN-167-87,

Collections by U.S. Attorneys. item 28)

These are work sheets on Title I

claims for separate Federal

jurisdictions and are used to

assemble summary data to be

incorporated in prepared reports to

Title I Division and the Comptroller.

Nonrecord.

29\. Copies of Legal Rulings Made in Destroy when superseded

Connection with Title I Claims or obsolete. (NARA Job

Accounts Located in Subordinate NN-167-87, item 29)

Units. These are reference copies

of legal rulings other than those

listed in item 3 of this schedule.

30\. Copies of Tax Letters. File contains Destroy after 1 year.

letters requesting tax information of (NARA Job NN-167-87,

county or city tax collectors in item 30)

connection with Title I collection

procedures. Principal copies of such

data are maintained as part of

individual case files. These are

reference copies.

31\. RESERVED.

32\. Control File for the Revival of Destroy after case is

Judgment Security on Title I Claims. liquidated. (NARA Job

This is a card record of judgments NN-167-87, item 32)

filed as security on Title I claims.

Banks assign judgments to the

Government and the rights under the

judgment. Action is initiated by the

FHA to enforce liquidation of the

account through the securities

assigned. The assignment of

judgment is a part of the Title I

Claim File. This card record is simply

a control to assure that the FHA

retains enforceability.

10/88 10

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APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

Item

No. Description of Records Disposition

33-35. RESERVED.

36\. General Correspondence of an Destroy after 3 years.

Administrative Nature With Title I (NARA Job NN-167-87,

Field Representatives. These files item 36)

do not contain substantive material;

but do include a record of supervisory

correspondence in connection with

Title I Field representative

collection activity. They will have

no further administrative value after

the retention period.

37\. Card Index of Title I Claims Paid Destroy, after frequent

(Filed numerically and review, cards not

alphabetically). These are locator involved in outstanding

card files maintained by Title I accounts. Retain cards

Claims File number and alphabetically involving outstanding

by name of borrower. The principal accounts. (NARA Job

records are Title I Claims File, NN-167-87, item 37)

including Statement of Facts, record

of payment of claim, correspondence

and judgment cards which bear the

record of collections.

These cards constitute a nonrecord

reference file which is useful in the

liquidation function for the

recordation of the current status and

location of accounts, uncollectible or

under collection.

38\. Correspondence Pertaining to Filing Destroy after 2

and Recording of Judgments, years. (NARA Job

Conditional Sales Contracts and Other NN-167-87, item 38)

Security Instruments. This is a

chronological control file on filing

and recording of security instruments.

The principal record of such actions

is incorporated in the Title I Claims

Files. This file is of temporary value

only for convenience of reference.

39-50. RESERVED.

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APPENDIX 13

RECORDS DISPOSITION SCHEDULE 13

TITLE I RECORDS

Item

No. Description of Records Disposition

D. ADDITIONAL RECORDS

51\. Advice of Application Disposition And If any action is taken,

Report of Mortgage Credit Examiner. transfer the forms and

These records relate to Title I, Class related correspondence

1 or Class 2 loans in excess of \$5,000 to Comptroller\'s Reports

approved by the Field Office. Copies of Loans File, when the

are submitted to Washington for review action is completed.

as to conformance with the Title I Destroy after review if

regulations and established credit no action is taken.

policy. This file also includes (NARA Job NN-167-87,

correspondence to the Field Offices Item 51)

concerning deviations from the

established procedures in approving

the loans.

10/88 12

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