APPENDIX 19

RECORDS DISPOSITION SCHEDULE 19

HOUSING FOR EDUCATIONAL INSTITUTIONS RECORDS

This schedule covers College Housing records accumulating under Title

IV, Housing for Educational Institutions, of the Housing Act of 1950,

as amended, Public Law 475, 81st Congress, 64 Stat. 48, 77, 12 U.S.C.

1749\.

Item

No. Description of Records Disposition

1\. Application and Loan Agreement Files.

a\. When long-term government loan is Destroy 3 years after

rescinded by sale of bonds to final settlement. (NARA

private investor. Area and Job NC1-207-76-8, item

Headquarters Office Files. 1a)

b\. When projects are partially or Destroy 3 years after

wholly financed with Federal all bonds purchased have

funds through bond-purchase been redeemed, or sold,

agreement. Area and Headquarters and loan agreement

Office Files. terminated. (NARA Job

NC1-207-76-8, item 1b)

2\. Correspondence on Applications and Destroy 3 years after

Loan Agreements consisting of final disbursement and

regular correspondence with satisfactory close of

applicants, and local, State, and final audit. (NARA Job

Federal agencies and institutions NC1-207-76-8, item 2)

which does not qualify the covenants

and pledges of the application and

loan agreement documents. Area and

Headquarters Office Files.

3\. Requisition Files. Area and Destroy 3 years after

Headquarters Office Files. final disbursement and

satisfactory close of

final audit. (NARA Job

NC1-207-76-8, item 3)

4\. Construction Contracts Documents.

a\. Area Office Files. Destroy 3 years after

close of final audit and

satisfactory settlement

of contract. (NARA Job

NC1-207-76-8, item 4a)

b\. Headquarters Office Files. Destroy 2 years after

satisfactory settlement

of final audit. (NARA

Job NC1-207-76-8, item

4b)

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APPENDIX 19

RECORDS DISPOSITION SCHEDULE 19

HOUSING FOR EDUCATIONAL INSTITUTIONS RECORDS

Item

No. Description of Records Disposition

5\. Prebid Set of Contract Documents.

a\. Area Office Files. Destroy when approved

conformed contract,

specifications, and

plans become part of the

official file. (NARA

Job NC1-207-76-8, item

5a)

6\. Bond Transcript Documents.

a\. Area and Headquarters Office Destroy 3 years after

Files. all bonds purchased have

been redeemed, and all

agreements terminated.

When long-term

government loan is

rescinded by sale of

bonds to private

investor, the record set

of bond transcript

documents shall be

released to the private

investor upon completion

of sale. (NARA Job

NC1-207-76-8, item 6a)

7\. Loan Servicing Files\--established

only when bonds are purchased by the

Federal Government.

a\. Documentation among HUD, trustee, Destroy 3 years after

and borrower evidencing borrower\'s repayment of the loan

understanding and agreement to and termination of loan

continue compliance with agreements. (NARA Job

covenants and pledges of loan NC1-207-76-8, item 7a)

documents; noncompliance with

requirements of loan agreement,

trust indenture, or bond

resolution. Area and Headquarters

Office Files.

b\. Confirmation of agreements and Destroy after 2 years.

correspondence between borrower, (NARA Job NC1-207-76-8,

trustee, and HUD relating to loan item 7b)

servicing functions. Area and

Headquarters Office Files.

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APPENDIX 19

RECORDS DISPOSITION SCHEDULE 19

HOUSING FOR EDUCATIONAL INSTITUTIONS RECORDS

Item

No. Description of Records Disposition

c\. Reports consisting of initial, Destroy 3 years after

annual, and special reports exceptions have been

submitted by borrower or auditor satisfactorily resolved.

to Area Office. Area and If no exceptions, retain

Headquarters Office Files. current and previous

year\'s reports. (NARA

Job NC1-207-76-8, item

7c)

8\. Project Control Records consisting of PERMANENT. Place in

individual applicant status record inactive file after

documenting action taken from project completion and

application through bond purchase final audit. Send as a

stage. Area Office Files. complete unit to

Headquarters 1 year

after liquidation of

program for offer to the

National Archives.

(NARA Job NC1-207-76-8,

item 8)

9\. Loan Servicing Control Records. Destroy 6 years after

Area Office Files. all securities have been

redeemed. (NARA Job

NC1-207-76-8, item 9)

10\. Withdrawn, Disapproved, or Deferred Destroy 5 years after

Applications and related withdrawal, disapproval,

correspondence. Area and or deferral. (NARA Job

Headquarters Office Files. NC1-207-76-8, item 10)

11\. General Subject Files (Housekeeping Use applicable General

Records). Records Schedules.

12\. General Subject Files (Program

Records) consisting of basic statutes,

legislative proposals, legal opinions,

Congressional statements, organization

charts, termination of functions,

delegations of authority, redelegations,

policy statements, operating procedures

and instructions, accounting and fiscal

reporting, sample copies of forms,

agendas and minutes of meetings,

decisions and recommendations, reports,

contracts, agreements, memorandums of

understanding, and studies.

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APPENDIX 19

RECORDS DISPOSITION SCHEDULE 19

HOUSING FOR EDUCATIONAL INSTITUTIONS RECORDS

Item

No. Description of Records Disposition

a\. Headquarters Office Files. PERMANENT. Offer to

National Archives when

25 years old. (NARA Job

NC1-207-76-8, item 12a)

b\. Area and Regional Office Files. Destroy when file is 4

years old. (NARA Job

NC1-207-76-8, item 12b)

13\. Administrative Procedures and

Informational Releases and Publications

consisting of dissemination of

informational and promotional material

including press releases, speeches,

handbook issuances, publications,

and similar material.

a\. Headquarters Office Files. PERMANENT. Retain one

complete set of each

type of issuance. Offer

to National Archives

when 25 years old.

(NARA Job NC1-207-76-8,

item 13a)

b\. Other sets of files, including Destroy when superseded

Regional Offices and all or obsolete. Review

subdivisions. every 3 years. (NARA

Job NC1-207-76-8, item

13b)

14\. Contractor\'s Payrolls, consisting of Destroy 6 months after

weekly payrolls, with related final project inspection

certifications. unless wages or other

matter involving the

payrolls are in dispute

or question, in which

instance destroy after

case is satisfactorily

closed. (NARA Job

NC1-207-76-8, item 14)

15\. Field Engineers\' Project Records. Destroy 1 year after

satisfactory completion

of contract and final

settlement. (NARA Job

NC1-207-76-8, item 15)

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APPENDIX 19

RECORDS DISPOSITION SCHEDULE 19

HOUSING FOR EDUCATIONAL INSTITUTIONS RECORDS

Item

No. Description of Records Disposition

16\. Field Engineers\' General Subject Destroy when material

Files. has no further reference

needs, or when obsolete.

Review every 3 years.

(NARA Job NC1-207-76-8,

item 16)

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