APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

This schedule provides disposition instructions for the Single Family

Home Mortgage Insurance Program records accumulating in Headquarters

and Field Offices. Some of the records have been previously

scheduled in HUD Records Schedule 1, Area and Insuring Office

Records; Schedule 17, Management Division Records; and Schedule 20,

Single Family Home Mortgage Insurance Records. Disposition

instructions for general administrative records are found in the

Administrative Records Schedule.

Item

No. Description of Record Disposition

1\. Single Family Home Mortgage Insured

Case Files\--All Programs.

a\. Case files endorsed prior to

1968\.

\(1\) Cases related to Screen and segregate in

Distributive Shares and accordance with lists

identified for retention provided by OFA.

by OFA. Maintain until HUD\'s

financial obligations

are terminated or cases

are otherwise closed,

then destroy under

authority of General

Records Schedule 6, item

1a. (NARA Job

N1-207-88-1, item 1a(1))

\(2\) All remaining case files. Destroy immediately.

(NARA Job N1-207-88-1,

item 1a(2))

b\. Case files endorsed from 1968

through 1986.

\(1\) Cases related to Screen and segregate in

Distributive Shares and accordance with lists

identified for provided by OFA.

retention by OFA. Maintain until HUD\'s

financial obligations

are terminated or cases

are otherwise closed,

then destroy under

authority of General

Records Schedule 6, item

1a. (NARA Job

N1-207-88-1, item 1b(1))

1 10/88

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

\(2\) Section 235 cases currently Destroy 6 years after

maintained in the Federal mortgage insurance is

Records Center will be terminated. (NARA

screened and segregated Job N1-207-88-1, item

according to lists provided 1b(2))

by HUD\'s Office of Housing.

\(3\) All remaining case files. Destroy 12 years after

close of calendar year

in which endorsed.

(NARA Job N1-207-88-1,

item 1b(3))

c\. Case files endorsed beginning in

1987\.

\(1\) Section 235 case files Destroy 6 years after

endorsed beginning in 1987 mortgage insurance is

will be screened and terminated. (NARA Job

maintained in originating N1-207-88-1, item 1c(1))

Field Office. Do not send

such Section 235 cases to

HUD Headquarters.

\(2\) All other single family case Send to HUD Headquarters

files. in strict accordance

with instructions issued

by the Office of

Housing. Headquarters

will retire to Federal

Records Center storage.

Destroy 12 years after

close of the calendar

year in which endorsed.

(NARA Job N1-207-88-1,

item 1c(2))

10/88 2

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

APPENDIX 20

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RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_

d\. Field Office Single Family Case Destroy 36 years after the

Binders endorsed between January close of the calendar year

1, 1972, and December 31, 1976. in which endorsed. (NARA

These so-called \"split files\" Job NC1-207-84-5, item 1b)

were transferred directly from

HUD Field Offices to NARA\'s

nationwide system of records

centers.

2\. Field Office Case Files (Proposed Transfer to Federal Records

Construction Plans, Description of Center after final

Material, and Inspection Reports). endorsement, or anytime

\* These files were created before after final endorsement

October 1, 1987, to include that volume warrants.

documents not filed in the insured Destroy 6 years after final

case binder. The files were kept endorsement. (NARA Job

in the Field Office or transferred N1-207-89-3, item 1)

to Federal Records Center for

disposal after 6 years, to meet

the conditions of the warranty

and Section 518. Beginning on

October 1, 1987, the documents

are interfiled in the insured case

binder (see item 1 above) and a

separate Field Office Case File is

no longer created.

3\. Non-insured cases. Include both

proposed and existing construction.

a\. Where Valuation rejects application Destroy 3 months after

for conditional commitment. rejection of application.

(NARA Job N1-207-89-3,

item 2a)

b\. Where conditional commitment Destroy 3 months after

expires (or is cancelled) and conditional commitment

file does not contain a expires (or is cancelled).

Mortgage Credit rejection. (NARA Job N1-207-89-3,

item 2b)

c\. Where conditional commitment Mark file as Mortgage

expires (or is cancelled) and Credit rejection and

file contains a Mortgage Credit transfer to Mortgage

rejection. Credit. Destroy 26 months

after Mortgage Credit

rejection. (NARA Job

N1-207-89-3, item 2c) \*

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3 9/89

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2225.6 REV-1 CHG-1

APPENDIX 20

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RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_

4\. Borrower\'s Complaint File. This is Transfer to Federal Records

a confidential file of borrower\'s Center 1 year after

or other individual\'s complaint settlement of complaint or

correspondence regarding when volume warrants.

construction deficiencies. Destroy 6 years after

settlement of complaint.

(NARA Job NC1-207-79-8,

item 4)

5\. Unjustifiable Complaints, No Action. Destroy from office when 1

This file contains copies of complaints year old. (NARA Job

(originals are sent to builders) and NC1-207-79-8, item 5)

correspondence between HUD and

complainant.

6\. Construction Complaint Case History Destroy from Field Office

Card File is a record of action taken 5 years after date of last

or pending on complaints from action. (NARA Job

individuals purchasing homes subject NC1-207-79-8, item 6)

to HUD insured mortgages.

7\. Reconsideration Status Record Cards. Destroy 3 months after

These cards show processing action processing actions are

in reconsidered cases. complete. (NARA Job

NC1-207-79-8, item 7)

8\. Case Routing Card Record File Destroy after rejection of

(Compliance Inspection Register case, completion of

Card) is a card index serving compliance inspection

\(1\) as a current inventory of all operations, or closing of

cases in process in a unit, the case. (NARA Job

\(2\) as a tickler control for NC1-207-79-8, item 8)

compliance inspection operations.

9\. Docket Transfer Records. File Destroy 1 year after

contains records of each transfer, delivery has been made

to the closing officer, of and reported. (NARA Job

documents executed by the NC1-207-79-8, item 9)

commissioner in advance of the

actual settlement and to be

delivered to the buyer of

acquired property in exchange for

cash payment. File includes card

index and copies of letters of

transmittal in connection with the

deliveries of such instruments.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

9/89 4

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

10\. Closed Case Card Record File consists Destroy 2 years after

of insured case record cards, FHA closing either by

Form 9100.3, Mortgage Insurance insurance or

Certificate, and FHA Form 2086B, non-insurance. (NARA

Non-Insured Case Card. Job NC1-207-79-8, item

10\)

11\. Subdivision Reports File. This case Destroy when subdivision

file is used for reference and covered by the report

includes Regional land planning has been fully developed

subdivision file, or information but after first removing

to facilitate evaluation of the following items

applications involving properties and placing them in the

in particular subdivisions. tract data information

Includes pertinent information on each file which is a part of

processed subdivision including sewage item 13b(9), Misc.

disposal methods, established ratings Valuation Data File:

of particular properties, mortgage Exhibits relating to

insurance requirements, engineering sewage disposal and

plans, off-site escrows, related water supply when other

correspondence, etc. Includes, also, than public systems are

general land planning data for the source of service; and

file as a whole, such as HUD information on flood

requirements for community water and areas. (NARA Job

sewage systems, neighborhood cost NC1-207-79-8, item 11)

data on utilities, streets, and

publications on principles of

planning.

12\. Housing Market Report. File includes Destroy when 5 years

copies of survey reports, sent to old, or after a new

Headquarters, of economic survey of survey is made. (NARA

housing needs and markets. Job NC1-207-79-8, Item

12\)

5 10/88

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

13\. Technical and Miscellaneous Reference

Files. Maintained to facilitate

processing and appraisal of

applications by providing relevant

available technical, economic,

architectural, legal and participant

information. Included are such

files as:

a\. Participant Files: Destroy when superseded

or obsolete. (NARA Job

\(1\) Credit Control Binders. NC1-207-79-8, item 13a)

Case Files of credit data on

selected operative builder

mortgagors.

\(2\) Quality Adjustment Records.

Card records of ratings given

individual building contractors.

\(3\) Approved Mortgagee Card File.

Index of Headquarters approved

institutions and their

authorized local agents.

b\. Economic-Files: Destroy when superseded

or obsolete. (NARA Job

\(1\) Construction Cost Data Files. NC1-207-79-8, item 13b)

\(2\) Periodic Cost Report Files.

Copies of monthly reports to

Headquarters covering current

construction costs in the Field

Office area.

\(3\) Real Estate Market Market and

Expense Data by Community.

\(4\) Real Estate Capitalization

Data File.

\(5\) Schedule of Values of Easily

Removable Real Estate Items.

10/88 6

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Records Disposition

\(6\) General Mortgage Credit Data

File.

\(7\) Population Housing Statistics

by Areas.

\(8\) General Economic Background

File for special areas.

\(9\) Miscellaneous Valuation

Data File.

c\. Legal and Economic Files: Destroy when superseded

or obsolete. (NARA Job

\(1\) Land Use Regulations, NC1-207-79-8, item 13c)

Taxation, and Assessment

Policies File.

d\. Technical Files: Destroy when superseded

or obsolete. (NARA Job

\(1\) Map and Plat Book File. NC1-207-79-8, item 13d)

\(2\) Construction Material and

Equipment Data.

\(3\) Bulletins on Special Methods

of Construction.

\(4\) Established Construction

Requirements and Standards

File.

e\. Architectural Files: Transfer to Federal

Records Center 1 year

Established Architectural Report following date of last

Files (2014d). This file Includes commitment. Destroy 5

plans, specifications and other years following date of

relevant data on typical dwelling last commitment. (NARA

structures for which a number of job NC1-207-79-8, item

applications are expected to be 13e)

submitted.

7 10/88

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

14\. Investigating Files of Accidents a. Destroy when 6 years

Occurring on Secretary-Held 1 to 4 old if no claim is

Family Properties Involving Personal submitted. Transfer

Injury and/or Property Damage (Excluding both file and claim

Multifamily and Home Mortgage Properties to the Regional

Operated as Rental Projects). A file Counsel immediately

will be opened for each accident and upon submission of

will contain detailed reports on the claim. (NARA Job

nature and cause of each accident NC1-207-79-8, item

occurring on Secretary-held properties 14a)

in which personal injury and/or

property damage are involved; the b. In case of claim

extent of damage or injuries; the names submission, destroy

and addresses of all witnesses 6 years after case

(including signed statements, if is closed. (NARA Job

available); reports of police, NC1-207-79-8, item

fire department or other municipal 14b)

inspectors, if appropriate; a report

by the management broker; and any other

information which will aid in the

determination as to whether HUD may

be liable and the extent of damages.

15\. Monthly Reports of Field Office Destroy 1 year after

Operations and Subsidiary Reports annual inventory of

(Copies). These are nonrecord copies cases. (NARA Job

of various recurring reports NC1-207-79-8, item 15)

summarizing the data on Field Office

activity posted to the Daily Work

Sheet, and inventory reports on projects.

16\. Weekly Report of Field Office Destroy after

Operations (Copy). This nonrecord preparation of the

report provides data on processing monthly report of

activities in more detail and at operations. (NARA Job

more frequent intervals than the NC1-207-79-8, item 16)

Monthly Reports of Operations under

item 15.

17\. Daily Work Sheet or Equivalent. File Destroy after 6 months.

includes the recapitulation of Daily (NARA Job NC1-207-79-8,

Work Sheet summarizing the basic item 17)

actions posted to the Status Record

Cards. These nonrecord controls are

used in preparing recurring monthly

reports.

10/88 8

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2225.6 REV-1 CHG-5

APPENDIX 20

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RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

18\. Supplementary Binder of Substitute Transfer to Federal Records

Mortgagor, Form FHA 2210 Procedure. Center immediately after the

These files contain Form FHA 2900 Form FHA, 2210 has been sent

Applications with the required to the mortgagee. Destroy

exhibits and signed or certified copies when 3 years old. (NARA

of purchase agreements which are NC1-207-79-8, item 18)

required submissions for

consideration of a substitute mortgagor.

These are the papers remaining after

Form FHA 2210 on an acceptable new

borrower has been returned to the

mortgagee.

19\. Structural Defects Case File (Section

518(a), (b), and (d)). This file is

established to accommodate the

processing of applications for financial

assistance to repair or reimburse

expenditures for defects in a property.

\(a\) Section 518(a). Transfer to Federal Records

Center 1 year after

completion of repairs.

Destroy 6 years after

completion of repairs.

(NARA Job NC1-207-79-8,

item 19(a))

\(b\) Section 518(b) and (d). Transfer to Federal Records

Center 1 year after all

reviews by the American

Institute of Architects

(AIA), or any time after

completion of AIA review

that volume warrants.

Destroy 6 years after

completion of AIA review.

(NARA Job NC1-207-79-8,

item 19(b))

20\. Monthly and Quarterly Reports. File Keep 3 latest reports and

includes monthly and quarterly reports destroy previous reports.

used for informational and reference (NARA Job NC1-207-79-8,

purposes. item 20)

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

9 10/88

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2225.6 REV-1 CHG-5

APPENDIX 20

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RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

NO. Description of Record Disposition

\*

21\. Lenders\' File. This file contains Destroy when 5 years old.

correspondence regarding servicing (NARA Job N1-207-93-1,

by approved lenders, audit reports, item 21)

mortgagee review reports,

indemnification agreements,

and copies of correspondence

related to specific mortgagees. \*

22\. Assignment Request Case File. This Transfer to Federal Records

file relates to requests from Center 1 year after final

financially distressed mortgagors decision is announced to the

requesting assistance to avoid mortgagee and mortgagor and

foreclosure on their homes. Includes case is closed. Destroy 3

all documents received from the years after final decision

mortgagee and mortgagor, all has been announced to the

correspondence on the case, mortgagee and mortgagor and

documentation of all telephone calls case is closed. (NARA Job

and conferences, Assignment Requests NC1-207-79-8, item 22)

Case History Sheet (Form [HUD
92210](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/92210.pdf)),

and correspondence relating to the

administration of the Home Mortgage

Assignment Program.

23\. Assignment Processing Control log, Maintain on an annual basis

Form HUD 92205. Log is maintained by (i.e., a separate log for

each Field Office to insure that each fiscal year). Destroy

work-load is closely maintained and when 3 years old. (NARA Job

assignments processed promptly. The NC1-207-79-8, item 23)

assignments and processing actions are

recorded daily. The log is used to

prepare the Monthly Assignment

Processing Report, Form HUD 92211, and

other special reports as needed.

24\. Monthly Assignment Processing Report,

Form HUD 92111. This workload report

consolidates information appearing on

the Assignment Processing Control Log,

Form HUD 92205. Includes requests for

assignments and completed processing

actions from mortgagors and mortgagees.

a\. Consolidated and individual Destroy 3 years after

reports. completion of all legal and

administrative actions.

(NARA Job NC1-207-79-8,

item 24a)

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2/93 10

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

25\. Accountability Reports. This report Keep 3 latest reports

identifies HUD Field Offices and and destroy previous

individuals charged with Home reports. (NARA Job

Mortgage Insurance case binders NC1-207-79-8, item 25)

current and those held for over 30

days.

26\. Requests, transmittals and records of Destroy when 6 months

telephone requests for Single Family old. (NARA Job

Home Mortgage Insurance case binders. NC1-207-79-8, item 26)

27\. Receipts for Certified Mail. Use General Records

Schedule 12, Item 5a.

28\. Assistant Secretary for

Housing\--Federal Housing

Commissioner machine-readable

records and the related

documentation required

to service them.

a\. Operational systems with long

term fiscal, legal, and

administrative requirements.

1\. HOUSING PROGRAMS SYSTEM (F39).

\(a\) Documentation File. Retire to Federal

Records Center 1 year

after system is

eliminated from

inventory of active

systems. Destroy 3

years after system is

eliminated from

inventory of active

systems. (NARA Job

NC1-207-79-8, item

28a1(a))

\(b\) Input Documents.

\(1\) Copies of forms and Destroy after data has

reports intended to been entered into system

serve solely as inputs and verifIed. (NARA Job

to the system. NC1-207-79-8, item

28a1(b)(1))

11 10/88

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

\(2\) Documents that are Destroy in accordance

part of official with relevant

record files covered instructions in this

elsewhere in this schedule. (NARA Job

schedule. NC1-207-79-8, item

28a1(b)(2))

\(c\) Processing Files. Scratch after fourth

update cycle. (NARA Job

NC1-207-79-8, item

28a1(c))

\(d\) Master File.

\(1\) Operational systems Scratch 10 years after

in a processing mode. date of processing.

(NARA Job NC1-207-79-8,

item 28a1(d)(1))

\(2\) Systems eliminated Retire to Federal

from HUD\'s inventory Records Center 1 year

of active systems. after system\'s

elimination from

inventory of active

systems. Destroy 3

years after system\'s

elimination from

inventory of active

systems. (NARA Job

NC1-207-79-8, item

28a1(d)(2))

\(e\) Printouts and other Destroy when superseded

output reports. or obsolete, or when no

longer needed for

administrative reference

purposes. (NARA Job

NC1-207-79-8, item

28a1(e))

2\. HOUSING PROGRAMS SYSTEMS (F69).

\(a\) Documentation File. Retire to Federal

Records Center 1 year

after system is

eliminated from

inventory of active

systems. Destroy 3

years after system is

eliminated from

inventory of active

systems. (NARA Job

NC1-207-79-8, item

28a2(a))

10/88 12

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

\(b\) Input Documents.

\(1\) Copies of forms and Destroy after data has

reports intended to been entered into system

serve solely as inputs and verified. (NARA Job

to the system. NC1-207-79-8, Item

28a2(b)(1))

\(2\) Documents that are Destroy in accordance

part of official with relevant

record files covered instructions in this

elsewhere in this schedule. (NARA Job

schedule. NC1-207-79-8, item

29a2(b)(2))

\(c\) Processing Files. Scratch after fourth

update cycle. (NARA Job

NC1-207-79-8, item

28a2(c))

\(d\) Master File.

\(1\) Operational systems Scratch 5 years after

in a processing mode. date of processing.

(NARA Job NC1-207-79-8,

item 28a2(d)(1))

\(2\) Systems eliminated Retire to Federal

from HUD\'s inventory Records Center 1 year

of active systems. after system\'s

elimination from

inventory of active

systems. Destroy 3

years after system\'s

elimination from

inventory of active

systems. (NARA Job

NC1-207-79-8, item

28a2(d)(2))

\(e\) Printouts and other Destroy when superseded

output reports. or obsolete, or no

longer needed for

administrative reference

purposes. (NARA Job

NC1-207-79-8, item

28a2(e))

13 10/88

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

3\. FIELD-SUPPORT SYSTEMS (R17).

\(a\) Documentation File. Retire to Federal

Records Center 1 year

after system is

eliminated from

inventory of active

systems. Destroy 3

years after system is

eliminated from

inventory of active

systems. (NARA Job

NC1-207-79-8, item

28a3(a))

\(b\) Input Documents.

\(1\) Copies of forms and Destroy after data has

reports intended to been entered into system

serve solely as inputs and verified. (NARA Job

to the system. NC1-207-79-8, item

28a3(b)(1))

a\. Form HUD 92068A, Destroy after third

Single Family update cycle. (NARA Job

Default Monitoring NC1-207-79-8, item

System Status 28a3(b)(1)a)

(Initial Case Data

Report) and Form HUD

92068B, Single Family

Default Monitoring

System Status of

Single Family

Mortgages in

Default.

b\. [Form HUD
92068C](http://www.hud.gov/offices/adm/hudclips/forms/hud9.cfm#group2),
Destroy

after second

Single Family quarter. (NARA Job

Default Monitoring NC1-207-79-8, item

System Distribution 28a3(b)(1)b)

of Insured Mortgages

Serviced and

Delinquent.

\(2\) Documents that are Destroy in accordance

part of official with instructions in

record files covered this schedule. (NARA

elsewhere in this Job NC1-207-79-8, item

schedule. 28a3(b)(2))

10/88 14

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

\(c\) Processing Files. Scratch after third

update cycle. (NARA Job

NC1-207-79-8, item

28a3(c))

\(d\) Master File.

\(1\) Operational systems Scratch after third

in a processing mode. update cycle. (NARA Job

NC1-207-79-8, item

28a3(d)(1))

\(2\) System eliminated Retire to Federal

from HUD\'s inventory Records Center 1 year

of active systems. after system\'s

elimination from

inventory of active

systems. Destroy 3

years after system\'s

elimination from

inventory of active

systems. (NARA Job

NC1-207-79-8, item

28a3(d)(2))

\(e\) Printouts and other

output reports.

\(1\) Control set maintained Maintain current and one

in Single Family preceding year in SFMDS

Default Monitoring control center. Transfer

Systems (SFDMS) to inactive file or to

Control Center. Federal Records Center

when volume warrants.

Destroy when 3 years

old. (NARA Job

NC1-207-79-8, item

28a3(e)(1))

\(2\) All other reference Destroy when superseded

copies. or obsolete. (NARA Job

NC1-207-79-8, item

28a3(e)(2))

15 10/88

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

b\. All other operational or

superseded Assistant Secretary

for Housing\--Federal Housing

Commissioner Systems including:

1\. Acquired Home Property

Disposition Summary (R12).

2\. Appraisal and Statistical

Collection (F3OA).

3\. Congressional Reporting (F33).

4\. Critical Path Processing (R07).

5\. Duration Reporting (F11).

(Cancelled. Replaced by F33.)

6\. Housing Operating Plan (HOPS) (F82).

7\. Mortgage Insurance Statistical

(F27). (Cancelled.)

8\. Single Family Insurance

Activities (R33).

9\. Single Family Statistical

Reporting (F31A, C).

10\. Single Family Trends Data (F31D).

11\. Ratio and Actuarial

Reporting (F31G).

12\. File Identification and County

(FI/CO) Maintenance (F80).

13\. Mortgagee Performance Monitoring

(MPMS) (F81).

14\. Insured and Terminated (F30B).

15\. Default and Termination (F31E).

10/88 16

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

16\. Homeownership Assistance and

Recertification Application

(HARAS) (F31F).

17\. Management Information Reporting

(MIRS) (F31I).

Disposition instructions for these

systems are:

\(a\) Documentation File. Retire to Federal

Records Center 1 year

after system is

eliminated from

inventory of active

systems. Destroy 3

years after system is

eliminated from

inventory of active

systems. (NARA Job

NC1-207-79-8, item

28b(a))

\(b\) Input Documents.

\(1\) Copies of forms and Destroy after data has

reports intended to been entered into system

serve solely as inputs and verified. (NARA Job

to the system. NC1-207-79-8, item

28b(b)(1))

\(2\) Documents that are Destroy in accordance

part of official with relevant

record files covered instructions in this

elsewhere in this schedule. (NARA Job

schedule. NC1-207-79-8, item

28b(b)(2))

\(c\) Processing Files. Scratch after third

update cycle. (NARA Job

NC1-207-79-8, item

28b(c))

\(d\) Master File.

\(1\) Operational systems in Scratch after third

a processing mode. update cycle. (NARA Job

NC1-207-79-8, item

28b(d)(1))

17 10/88

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE PROGRAM RECORDS

Item

No. Description of Record Disposition

\(2\) Systems eliminated Retire to Federal

from HUD\'s inventory Records Center 1 year

of active systems. after system\'s

elimination from

inventory of active

systems. Destroy 3

years after system\'s

elimination from

inventory of active

systems. (NARA Job

NC1-207-79-8, item

28b(d)(2))

\(e\) Printouts and other Destroy when superseded,

output reports. obsolete, or no longer

needed for

administrative or

reference purposes.

(NARA Job NC1-207-79-8,

item 28b(e))

29\. Administrative Support Systems (A08).

\(a\) Documentation File. Retire to Federal

Records Center 1 year

after system is

eliminated from

inventory of active

systems. Destroy 3

years after system is

eliminated from

inventory of active

systems. (NARA Job

NC1-207-79-8, item

29(a))

\(b\) Input Documents.

\(1\) Copies of forms and reports Destroy 3 years after

intended to serve solely as data has been entered

inputs to the system. into system and

verified. (NARA Job

NC1-207-79-8, item

29(b)(1))

\(2\) Documents that are part of Destroy in accordance

official record files covered with relevant

elsewhere in this schedule. instructions in this

schedule. (NARA Job

NC1-207-79-8, item

29(b)(2))

\(c\) Processing Files. Scratch (erase) after

update cycle. (NARA Job

NC1-207-79-8, item

29(c))

10/88 18

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE RECORDS

Item

No. Description of Records Disposition

\(d\) Master File.

\(1\) Operational systems in a Scratch after third

processing mode. update cycle. (NARA Job

NC1-207-79-8, item

29(d)(1))

\(2\) Systems eliminated from HUD\'s Retire to Federal

inventory of active systems. Records Center 1 year

after system\'s

elimination from

inventory of active

systems. Destroy 3

years after system\'s

elimination from

inventory of active

systems. (NARA Job

NC1-207-79-8, item

29(d)(2))

\(e\) Printouts and other output reports.

\(1\) Daily Charge Out Reports. Destroy 3 years after

close of calendar year

involved. (NARA Job

NC1-207-79-8, item

29(e)(1))

\(2\) Other printouts and output

reports.

a\. Transaction Register, List Destroy after monthly

of Case Binders, Received update is generated

and Rejected Transactions (NARA Job NC1-207-79-8,

and ADP Requests for Home item 29(e)(2)a)

Mortgage Insured Case File.

b\. Daily Inquiry Reports. Destroy when 1 year old.

(NARA Job NC1-207-79-8,

item 29(e)(2)b)

c\. Case Binders Processed. Destroy 1 year after

update is generated.

(NARA Job NC1-207-79-8,

item 29(e)(2)c)

\(3\) Microfiche copies of data Destroy 1 year after

extracted from Form FHA 9100.2, current year\'s update

Mortgage Insurance Certificate. is completed. (NARA Job

NC1-207-75-8, item

29(e)(3))

19 10/88

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APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE RECORDS

Item

No. Description of Records Disposition

30\. Insurance In Force (IIF) Small Homes

System (F22).

\(a\) System documentation maintained Destroy 3 years after

by HUD, including official record system is eliminated

copy of all technical documents from inventory of active

identified in HUD\'s ADP systems. (NARA Job

Documentation Standards Manual. NC1-207-80-3, item

b(1)(a))

\(b\) Input Documents. Copies of forms Destroy after data has

and reports intended to serve been entered into the

solely as inputs to the system. system and verified.

(NARA Job NC1-207-80-3,

item b(1)(b))

\(c\) Input Documents. Documents that Destroy in accordance

are part of the official record with relevant

files covered elsewhere in this instructions in this

schedule. schedule. (NARA Job

NC1-207-80-3, item

b(1)(c))

\(d\) Processing Files. Initial, Scratch after third

Intermediate or Valid Transaction update cycle. (NARA Job

Data. NC1-207-80-3, item

b(1)(d))

\(e\) Processing Files. Publication Scratch after third

and Print Files. update cycle. (NARA Job

NC1-207-80-3, item

b(1)(e))

\(f\) Master Files retained in HUD Scratch after third

Tape Library. update cycle. Destroy

final version of master

3 years after system is

eliminated from

inventory of active

systems. (NARA Job

NC1-207-80-3, item

b(1)(f))

\(g\) Printouts and other output Destroy when superseded,

reports. obsolete, or no longer

needed for

administrative or

reference purposes.

(NARA Job NC1-207-80-3,

item b(1)(g))

10/88 20

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2225.6

REV-1 CHG-11

APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

SINGLE FAMILY HOME MORTGAGE INSURANCE RECORDS

Item

No. Description of Records Disposition

31\. Newly established automated System sponsor must prepare

systems not covered in this and submit Form HUD-552,

Records Disposition Schedule. Request for Change in HUD

Records Schedule, to cover

new automated system. Submit

through appropriate Adminis-

trative Support or Housing

Programs Systems Division to

the Departmental Records

Management Officer. Attach

a copy of the record layout

and the Glossary of Terms/

General Purpose Format.

(NARA Job NC1-207-80-3,

item a)

32\. Pre-Foreclosure Sale Case File Transfer to Federal Records

(PFS) This file relates to Center 1 year after a claim

requests for participation is filed by the mortgagee.

in the PFS program. PFS Destroy 6 years after a

enables mortgagors to sell claim is filed by the

properties on which the mortgagee. (NARA Job N1-

indebtedness exceeds the 207-95-4)

market value, and HUD pays

the lender the difference

between the sale proceeds

and the balance owed.

Foreclosure is avoided,

and HUD does not acquire

the property. Includes all

documents received from

the mortgagor, mortgagee,

real estate agent, and the

closing agent. Documentation

and correspondence from the

Field Offices and contractors

is also included.

21 7/95

2225.6 REV-1 CHG-21

APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

Single Family Home Mortgage Insurance Records

System Name: Consolidated Single Family Statistical System

System Code: F42

System Description: This is a mainframe electronic data system. This
system

consolidates statistical data collection and storage for all automated
single

family systems, including: Appraisal and Statistical Collection (F30),

Congressional Reporting (F33), Single Family Insurance Activities (R33),

Single Family Statistical Reporting (F31-A and C), Single Family Trends
Data

(F31D), Ten-Year Statistical (F69),Fiscal Control (F21), Single Family
Default

Monitoring System (R17), and Mortgagee Performance Monitoring System
(F81).

This system also includes all Home Mortgage Disclosure Act (HHDA) data
and

interfaces with the Federal Reserve System for HHDA purposes. The F42
System

provides Single Family Statistics and is not a financial system.

Automated systems that interface with this system:

Single Family Insurance System (A43)

Average Area Purchase Prices System (F08)

Computerized Homes Underwriting Management System (F17)

Single Family Insurance Consolidator and Distributor System (F22)

Institution Master File (F51)

Credit Alert Interactive Voice Response (F57)

THIS IS THE SYSTEM DESCRIPTION FOR ITEM 33

22 6/96

2225.6 REV-1 CHG- 21

APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

Single Family Home Mortgage Insurance Records

System Name: Consolidated Single Family Statistical System

System Code: F42

Item

No. Description of Records Disposition

33\. a. Work files. Consist of Delete when no

temporary files used to longer needed.

process data. (NARA JOB N1-207-

96-4, item 33 a)

b\. Test files. Consist of data Delete from mass

used to as sure program storage and move to

accuracy. tape if not accessed

within 45 days.

Destroy tape if not

accessed within 1

year. (NARA JOB N1-

207-96-4, item 33 b)

c\. Documentation. Consists of an PERMANENT. Transfer

organized series of descrip- 1 copy of current

tive documents required to file immediately to

initiate, develop, operate, National Archives

and maintain specific appli- with the related

cations of automated data master file for the

processing (ADP) systems. time period from

Includes, but not limited to 1987 through 1994.

the completed: inventory (NARA JOB N1-207-96-

listing of files being trans- 4, item 33 c)

ferred, records layout with

data elements numbered, data

elements dictionary, Privacy

Act system notice covering

the records when applicable;

and the Technical Description

for Transfer of Electronic

Records to the National

Archives (HA FORM 14097) or

its equivalent.

23 6/96

2225.6 REV-1 CHG-21

APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

Single Family Home Mortgage Insurance Records

System Name: Consolidated Single Family Statistical System

System Code: F42

Item

No. Description of Records Disposition

\(1\) Current file updates. PERMANENT. Transfer 1

copy of updates to National

Archives annually at end of each

calendar year. (NARA JOB N1-207-

96-4, item 33 c (1))

\(2\) Current file no long- PERMANENT. Transfer to

er updated, used or the National Archives

needed. before the system

becomes inactive, is

replaced, suspended or

deleted whichever is

sooner. (NARA JOB N1-

207-96-4, item 33 c (2))

24 6/96

2225.6 REV-1 CHG-21

APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

Single Family Home Mortgage Insurance Records

System Name: Consolidated Single Family Statistical System

System Code: F42

Item

No. Description of Records Disposition

d\. Master files. Consist of PERMANENT. Transfer

current version of data 1 masked copy and 1

file in a system at a copy not masked of

given time. These files current master file

are written in ASCII or immediately to

EBCDIC with all extraneous National Archives

control characters removed for the time period

from the data and blocked from 1987 through

not higher than 32,760 bytes 1994. (NARA JOB N1-

per block with the data re- 207-96-4, item 33 d)

corded in open reel or tape

cartridges.

\(1\) Master file updates. PERMANENT. Transfer

1 masked and 1 copy

not masked of updates

to National Archives

annually at end of

each calendar year or

before the system

becomes inactive, is

replaced, suspended

or deleted whichever

is sooner. (NARA JOB

N1-207-96-4, item 33

d (1))

\(2\) Master files no longer PERMANENT. Use the

updated, used or same disposition in-

needed. structions for d (1)

above then delete 3

years after system is

coded as inactive in

Inventory of Auto-

mated Systems (IAS).

(NARA JOB N1-207-96-

4, item 33 d (2))

25 6/96

2225.6 REV-1 CHG-21

APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

Single Family Home Mortgage Insurance Records

System Name: Consolidated Single Family Statistical System

System Code: F42

Item

No. Description of Records Disposition

e\. Input. Consists of those

media used solely to enter

data into the system.

\(1\) Hard copy (forms, re- Destroy when 1 year old.

ports or other docu- (NARA JOB N1-207-96-4,

ments). item 33 e (1))

\(2\) Transaction files. Delete 60 days after

Consist of automated data has been sent to

files used to update the master file and

master file. verified. (NARA JOB N1-

207-96-4, item 33 e (2))

\(3\) Table files (used to Delete when 1 year old.

provide specific in- (NARA JOB N1-207-96-4,

formation unique to a item 33 e (3))

program).

f\. Output.

\(1\) History files. Consist

of obsolete master or

transaction files for

historical use or re-

ference.

\(a\) End of quarter Delete when 3 years old.

history files. (NARA JOB N1-207-96-4,

item 33 f (1) (a))

\(b\) All other history Delete when 120 days

files. old. (NARA JOB N1-207-

96-4, item 33 f (1) (b))

26 6/96

2225.6 REV-1 CHG-21

APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

Single Family Home Mortgage Insurance Records

System Name: Consolidated Single Family Statistical System

System Code: F42

Item

No. Description of Records Disposition

\(2\) Output report files. Delete when 14 days

old. (NARA JOB N1-207-96-4,

item 33 f (2))

\(3\) Output reports (paper,

diskettes, microfiche).

\(a\) Annual set of PERMANENT. Use the same dis-

printed reports. position instructions as

Appendix 3, item 36. (NARA

Job N1-207-80-5, item 36)

\(b\) Master set kept by

system sponsor.

1/ Annual reports Destroy when 3 years

old. (NARA Job N1-207-

96-4, item 33 f (3)(b) 1/)

2/ Semiannual Destroy upon receipt

reports. of annual report

summarizing the

semiannual reports.

(NARA JOB N1-207-96-4,

item 33 f (3) (b) 2/)

3/ Monthly Destroy upon receipt of

reports. annual report summarizing the

monthly reports. (NARA Job

N1-207-96-4, item 33 f (3)

\(b\) 3/)

4/ Weekly Destroy upon receipt

reports. of monthly report

summarizing the weekly

reports. (NARA

JOB N1-207-96-4, item

33 f (3) (b) 4/)

27 6/96

2225.6 REV-1 CHG-21

APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

Single Family Home Mortgage Insurance Records

System Name: Consolidated Single Family Statistical System

System Code: F42

Item

No. Description of Records Disposition

5/ Daily reports. Destroy upon

receipt of weekly

report summariz-

ing the daily

reports. (NARA JOB N1-

207-96-4, item 33 f (3)

\(b\) 5/)

6/ As requested Destroy when 1

reports. year old. (NARA JOB N1-

207-96-4,item 33 f (3)

\(b\) 6/)

\(c\) All other sets.

1/ Annual reports. Destroy when 1

year old. (NARA JOB N1-207-

96-4, item 33 f (3) 1/)

2/ Semiannual, Use disposition

monthly, weekly instructions f

and daily reports. (3)(b)2/,3/,4/

and 5/ as above.

(NARA JOB N1-207-96-4,

item 33 f (3) (c) 2/)

3/ As requested Destroy when 1

reports. year old.

(NARA JOB N1-207-96-4,

item 33 f

\(3\) (c) 3/)

\(4\) Data files (used to pro- Delete 45 days

vide formatted data to after data has

other systems or pro- been provided and

grams). verified.

(NARA JOB N1-207-96-4,

item 33 f (4))

28 6/96

2225.6 REV-1 CHG- 21

APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

Single Family Home Mortgage Insurance Records

System Name: Consolidated Single Family Statistical System

System Code: F42

Item

No. Description of Records Disposition

g\. Security backup files. Consist

of data identical in physical

format to a master file or data

base and kept in case the master

file or data base is damaged or

erased.

\(1\) Files identical to records Delete when the

scheduled as permanent. identical records

have been

successfully

copied, verified

and transferred

to the National

Archives or when

replaced by a

subsequent

security backup

file. (8/95 GRS

20, item 8)

\(2\) Files identical to records Delete when

scheduled as temporary. identical records

have been deleted

or when replaced

by subsequent

security backup

files. (8/95 GRS

20, item 8)

29 6/96

2225.6 REV-1 CHG-21

APPENDIX 20

RECORDS DISPOSITION SCHEDULE 20

Single Family Home Mortgage Insurance Records

System Name: Consolidated Single Family Statistical System

System Code: F42

Item

No. Description of Records Disposition

h\. System program library file. Delete 3 years

Consists of all programs and job after system or

control statements/instructions program is placed

needed to run a system. on inactive list.

(NARA JOB N1-207-

96-4, item 33 h)

i\. Data base file. Consists of an Purge contents of

organized collection of data, file

designed to serve the user (data/records)

organization\'s needs. and write to

history file when

inactive for 1

year.

(NARA JOB N1-207-

96-4, item 33 i)

30

6/96