APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

The Revolving Fund (Liquidating Programs) was established by the

Independent Offices Appropriation Act of 1955, P.L. 83-428, to

provide a single fund to assist in the efficient liquidation of

assets under various housing and urban development programs. The

assets of certain war and emergency housing constructed under the

Lanham and related Acts, Alaska Prefabricated Housing, War Public

Works, Defense Community Facilities, and Reconstruction Finance

Corporation Public Agency Loan Programs were initially included in

this fund. At the end of FY 1970, the Public Works Planning

Advances, Grants to Aid Advance Acquisition of Land, the Accelerated

Public Works Program, and the Alaska Housing Grants and Loans

Programs were terminated and the assets were transferred to this fund

for liquidation.

Pursuant to Section 117 of the Housing and Community Development Act

of 1974, P.L. 93-383, which provides for the transfer for liquidation

of community development programs, the Grants for Basic Water and

Sewer Facilities, Grants for Neighborhood Facilities, the Open Space

Land Program, and the Public Facility Loans Program will be

transferred in 1975. The Rehabilitation Loan Program will be

transferred subsequent to its termination in FY 1976 as provided in

the Act. The Assistant Secretary for Community Planning and

Development will retain the responsibility for monitoring these

programs until they have been officially transferred to the Revolving

Fund for liquidation. The Assistant Secretary for Housing Management

will be responsible for monitoring programs transferred to the

Revolving Fund.

This schedule covers records accumulated by the Department of Housing

and Urban Development and predecessor agencies for the following

Revolving Fund Programs, whether located in the Headquarters Office

or Field locations.

Item

No. Description of Records Disposition

A. GENERAL PROGRAM RECORDS

The records described under Section A are common to more than one

program. All programs do not have all records described under this

Section. Use these items for disposition of appropriate records of

all programs. For disposition instructions for other records, see

items listed under the specific programs.

1\. Chronological Files. These are Destroy when 3 years

temporary nonrecord files used for old. (NARA Job

reference. NC-207-76-4, item 1)

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

2\. General Subject (Program) Files

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.

a\. Headquarters Office Files. Permanent. Offer to

National Archives upon

completion of program.

(NARA Job NC-207-76-4,

item 2a)

b\. All other files including Regional Destroy when file is 4

and Field Offices. years old. (NARA Job

NC-207-76-4, item 2b)

3\. General Subject Files. (Housekeeping Use applicable GSA

Records) Records Schedules.

4\. Administrative Procedures,

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. Retain one complete set

of each type of issuance

for offer to National

Archives upon completion

of program. (NARA Job

NC-207-76-4, item 4a)

b\. All other files including Regional Review every 3 years,

and Field Offices. and destroy when

superseded or obsolete.

(NARA Job NC-207-76-4,

item 4b)

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

5\. Requisition files. Headquarters and Destroy 3 years after

Field Office Files. final disbursement and

satisfactory close of

final audit. (NARA Job

NC-207-76-4, item 5)

6\. Construction Contract Documents. Destroy 3 years after

Headquarters and Field Office Files. satisfactory settlement

of contract and close of

final audit. (NARA Job

NC-207-76-4, item 6)

7\. Bond Transcript Documents. Destroy 3 years after

Headquarters and Field Office 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 private

investor upon completion

of sale. (NARA Job

NC-207-76-4, item 7)

8\. Withdrawn, Cancelled, Disapproved or Destroy 3 years after

Deferred Applications and related withdrawal,

correspondence. cancellation,

disapproval, or

deferral. (NARA Job

NC-207-76-4, item 8)

9\. Project Control Record consisting of Permanent. Send as a

individual applicant status record complete unit 1 year

documenting actions taken from after liquidation to the

application to project completion Departmental Records

stage. Field Office Files. Management Officer in

Headquarters for offer

to the National

Archives. (NARA Job

NC-207-76-4, item 9)

10\. Progress Record Cards maintained in Destroy 2 years after

various organizational units. recording final action

on card. (NARA Job

NC-207-76-4, item 10)

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

11\. Contractors\' Payrolls, consisting of Destroy 6 months after

weekly payrolls, with related final project inspection

certifications. unless wages or other

matters involving the

payrolls are in dispute

or question, in which

instance, destroy after

case is satisfactorily

closed. (NARA Job

NC-207-76-4, item 11)

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

satisfactory completion

of contract and final

settlement. (NARA Job

NC-207-76-4, item 12)

13\. Field Engineers\' General Subject Files. Destroy when material

has no further reference

need, or when obsolete.

Review every 3 years.

(NARA Job NC-207-76-4,

item 13)

B. ADVANCES FOR PUBLIC WORKS PLANNING PROGRAM

This schedule covers records under the Advances for Public Work

Planning Program under the First Advance Planning Program, P.L.

78-458 (Title V of the War Mobilization and Reconversion Act of

1944); the Second Advance Planning Program, P.L. 81-352; the Public

Works Planning Program authorized by Section 702 of the Housing Act

of 1954, P.L. 83-560 and the Housing Amendments of 1955, P.L. 84-345;

Section 602 of the Housing Act of 1964, P.L. 88-560; Section 6 of

the Public Works Acceleration Act of 1965, P.L. 87-658; the Housing

and Urban Development Act of 1965, P.L. 89-117. (This was HUD

Records Schedule 16, NN-166-137, approved 3-14-66).

14\. Cases Files. Repaid or refunded

advances (including Justice Department

settlements), advances where liability

for repayment is terminated, advances

with agreements terminated where there

is no reasonable likelihood that the

public work or portion of the public

work will be constructed, and advances

where liability for repayment is

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

canceled for facilities constructed

with an Accelerated Public Works

Program grant.

a\. Fiscal Files. Regional Office Destroy 3 years after

Files. closeout of project or

satisfactory audit if

sooner. (NARA Job

NC-207-76-4, item 14a)

b\. Program Files. Headquarters and (1) Destroy 1 year

Field Office Files. after satisfactory

settlement of account or

final audit if sooner.

(NARA Job NC-207-76-4,

item 14b(1))

\(2\) Headquarters will

select 2 case files for

each 5-year period for

offer to National

Archives. Cases shall

be selected from small

and large localities on

a nationwide basis

representing the various

types of facilities

planned under the

program. (NARA Job

NC-207-76-4, item

14b(2))

15\. Case files relating to unpaid advances, When advances are

where the liability has not been repaid, liability and

terminated, where the agreements have agreements terminated,

not been terminated, or where a or where compromise

compromise settlement has not been settlements are made,

made. Headquarters and Field Office follow instructions in

Files. items 14a and b.

Transfer inactive case

files to the Federal

Records Center 3 years

after date of latest

document in folder.

(NARA Job NC-207-76-4,

item 15)

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

C. PUBLIC FACILITY LOAN PROGRAM AND DEFENSE COMMUNITY

FACILITIES AND SERVICES PROGRAM

This schedule covers records under the Public Facility Loan Program

and Defense Community Facilities and Services Program under Title II,

Public Facility Loans, of the Housing Amendments of 1955, P.L.

84-345; the Defense Housing and Services Act, P.L. 83-163. (This was

HUD Records Schedule 21, NN-3141, approved 3-1-60).

16\. Application and Loan Agreement Files.

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

rescinded by sale of bonds to loan is rescinded.

private investor. Headquarters (NARA Job NC-207-76-4,

and Field Office Files. item 16a)

b\. Projects partially or wholly Destroy 3 years after

financed with Federal funds all bonds purchased have

through bond purchase agreements. been redeemed, or sold,

Headquarters and Field Office and loan agreement

Files. terminated. (NARA Job

NC-207-76-4, item 16b)

c\. Projects receiving Federal grant Destroy 3 years after

only (no Federal loan\--Defense close of final audit.

Community Facilities Program). (NARA Job NC-207-76-4,

Headquarters and Field Office item 16c)

Files.

17\. Correspondence relative to any stage Destroy when 2 years

of the project consisting of old. (NARA Job

communications of transmittal, NC-207-76-4, item 17)

acknowledgments, travel and

appointments, notices of meetings

and attendance, and other

communications of obvious transitory

value. Headquarters and Field Office

Files.

18\. Loan Servicing Files\--established only

when bonds are purchased by the Federal

government.

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

a\. Documentation between HUD and Destroy 3 years after

borrower evidencing borrower\'s repayment of the loan

understanding and agreement to and termination of loan

continue compliance with covenants agreement. (NARA Job

and pledges of loan documents; NC-207-76-4, item 18a)

noncompliance with requirements of

loan agreement or bond resolution.

Headquarters and Field Office Files.

b\. Correspondence including Destroy after 2 years.

acknowledgments and transmittals, (NARA Job NC-207-76-4,

and other communications of item 18b)

obvious transitory value not

affecting status of loan repayment.

Headquarters and Field Office

Files.

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

annual, and special reports exceptions have been

submitted by borrower or auditor satisfactorily resolved.

to HUD. Headquarters and Field If no exceptions, retain

Office Files. current and previous

year\'s report. (NARA

Job NC-207-76-4, item

18c)

D. ACCELERATED PUBLIC WORKS PROGRAM

This schedule covers records under the Accelerated Public Works

Program under the Public Works Acceleration Act, P.L. 87-658. (This

was HUD Records Schedule 30, NN-165-59, approved 5-13-65).

19\. Application and Grant Agreement Files. Destroy. (NARA Job

NC-207-76-4, item 19)

E. ALASKA HOUSING PROGRAM

This schedule covers records under the Alaska Housing Program under

the Alaska Housing Act, P.L. 81-52, as amended. (This was HUD

Records Schedule 33, NN-166-115, approved 3-14-66).

20\. Case Files consisting of applications,

Agency examiner reports, review

committee recommendations, articles of

incorporation, bylaws, financial

statements, resolutions, minutes of

meetings,

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

disbursement procedures, loan

authorizations, bond purchase

agreements and resolutions, abstract

of title, progress payments,

certifications, depository agreements,

opinion of counsel, insurance policies,

progress reports, appointment of

receiver, receiver\'s reports, proposal

for sale of property, and related

correspondence.

a\. Headquarters Office Files.

\(1\) Application, Agency review Permanent. One year

reports and recommendations, after liquidation of

final progress report, program, offer to

evidence of settlement or National Archives.

repayment. (NARA Job NC-207-76-4,

item 20a(1))

\(2\) All other records. Destroy 3 years after

settlement, repayment,

or refunding of loan.

(NARA Job NC-207-76-4,

item 20a(2))

b\. Regional Office and Alaska Destroy 3 years after

Representative Files. settlement, repayment,

or refunding of loan.

(NARA Job NC-207-76-4,

item 20b)

21\. Title Papers and Property Documents.

a\. Papers documenting acquisition of Destroy 10 years after

real property by foreclosure or unconditional sale or

otherwise. release by the

Government without

continuing conditions,

restrictions, mortgages,

or liens. (NARA Job

NC-207-76-4, item 21a)

b\. Quitclaim deed and bill of sale Permanent. After

transferring property to Alaska release by the

State Housing Authority. Government, offer to

National Archives.

(NARA Job NC-207-76-4,

item 21b)

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

c\. Original deed of trust notes and Destroy 6 years after

trust on Nunaka Valley properties transfer of property to

securing the Alaska State Housing individual purchasers.

Authority refunding bonds are held (NARA Job NC-207-76-4,

in trust for the Federal Government item 21c)

by the Alaska State Housing

Authority.

Copies of closing settlement sheets,

deed of trust notes, quitclaim deeds

and deed of trust on Nunaka Valley

lots and dwelling units conveyed to

individual purchasers prior to the

transfer of the Anchor Park project

to the Alaska State Housing Authority

by May 1, 1960, quitclaim deed.

22\. Bond Refunding Documents consisting of Permanent. After

bylaws, minutes of meetings, liquidation of program,

resolutions, and certificates of the offer to National

Alaska State Housing Authority; bond Archieves. (NARA Job

refunding agreement, assignment of NC-207-76-4, item 22)

deeds of trust, and opinion of counsel.

23\. Loan Management File.

a\. Substitution of liability, trustee, Destroy 3 years after

moratorium of principal payments, repayment of loan and

repayment of loan and interest, termination of

and compliance with covenants and agreement. (NARA Job

pledges of bond refunding NC-207-76-4, item 23a)

agreement.

b\. Correspondence including Destroy after 2 years.

acknowledgments and transmittals, (NARA Job NC-207-76-4,

and other communications of item 23b)

obvious transitory value not

affecting status of loan repayment.

c\. Reports including Report of Destroy 3 years after

Delinquent Deeds of Trust, exceptions have been

Contracts, and Mortgages securing satisfactorily resolved.

refunding bonds, and Alaska State If no exceptions, retain

Housing Authority Audit Reports. current and previous

year. (NARA Job

NC-207-76-4, item 23c)

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

F. ADVANCE ACQUISITION OF LAND PROGRAM

This schedule covers records under the Grants to Aid Advance

Acquisition of Land Program under Section 704 of the Housing and

Urban Development Act of 1965, P.L. 89-117.

24\. Application and Grant Files consisting Transfer to the Federal

of: Applications and supporting Records Center 3 years

documents; grant contracts with after the satisfactory

waivers of amendments; allocation contract settlement.

orders; fund reservations; review Review files and

reports and recommendation; statutory requirements

requisitions; bid and contract in 1995 to determine if

documents; final completion and the law has been amended

inspection reports; certificate of to allow destruction of

final completion; and final project the folders. (NARA Job

cost, trip, relocation, and audit NC-207-76-4, item 24)

reports; and related correspondence.

Section 704(c) and (d) of the Housing

and Urban Development Act of 1965

require that land acquired shall be

utilized for a public purpose within

5 years after a contract is entered into

and prohibit the conversion of acquired

land to other uses without approval of

the Secretary. The records are required

for information on the original and

subsequent approved land use.

Headquarters and Field Office Files.

G. LANHAM ACT WAR PUBLIC WORKS PROGRAM

This schedule covers records under the Lanham Act, P.L. 76-849, as

amended. This was HHFA-OA Records Schedule 14, II-NN-3454, approved

9-26-61).

25\. Microfilm reels of project records Permanent. Offer to

containing land acquisition, National Archives when

application and loan agreement, all property has been

priority determinations, sold, transferred or

construction, and fiscal records disposed of. (NARA Job

filmed under the microfilm and NC-207-76-4, item 25)

disposal arrangement initiated in

1946\. Headquarters Office Files.

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

26\. Fiscal preconstruction, and Destroy. (NARA Job

construction material on projects NC-207-76-4, item 26)

which have been sold, transferred,

or otherwise disposed of.

27\. Title papers and property documentation.

a\. Papers documenting acquisition of Destroy 10 years after

real property by purchase, unconditional sale or

donation, condemnation, exchange, release by the

or otherwise. Government without

continuing conditions,

restrictions, mortgages

or liens. (NARA Job

NC-207-76-4, item 27a)

b\. Abstracts of title. Transfer to purchaser

after unconditional sale

or release by the

Government without

continuing conditions,

restrictions, mortgages

or other liens. If

transfer of abstract has

not been effected,

destroy after

satisfactory settlement

of the continuing

conditions referred to

above. (NARA Job

NC-207-76-4, item 27b)

c\. Bill of sale and quitclaim deed. Permanent. Offer to

National Archives after

program is liquidated.

(NARA Job NC-207-76-4,

item 27c)

d\. Property Management records, Destroy 7 years after

consisting of leases, transfer, termination of

inspection reports, property agreements and transfer

receipts, insurance coverage, of property to other

offer to purchase, acceptance of Federal or local public

offer and approval documents. agencies. (NARA Job

NC-207-76-4, item 27d)

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

28\. President\'s books consisting of Permanent. Offer to

justification and recommendations National Archives after

from the Office of Education, Surgeon program is liquidated.

General, and Federal Works Agency for (NARA Job NC-207-76-4,

approval of facility; President\'s item 28)

approval and information summary sheet.

29\. Loan servicing file (established only Destroy 3 years after

when the bonds are purchased by the all bonds purchased have

Federal Government) containing been redeemed or sold

documentation between Regional and all agreements

Administrator, trustees and borrower, terminated. (NARA Job

evidencing borrower\'s understanding NC-207-76-4, item 29)

and agreement to continue compliance

with covenants and pledges of loan

documents; noncompliance with

requirements of loan agreement or

bond resolution.

H. PREFABRICATED HOUSING LOANS PROGRAM

This schedule covers records under the Veterans\' Emergency Housing

Act of 1946, P.L. 79-388, and the Housing Act of 1948, P.L. 80-901,

relating to Prefabricated Housing Loans transferred from the

Reconstruction Finance Corporation by Reorganization Plan 23 of 1950.

(347-S58, approved 9-17-46).

30\. Application and Loan Files.

a\. Applications, examiners\' reports, Permanent. Offer to

release deeds evidencing repayment, National Archives after

satisfaction or settlement of program is liquidated.

mortgage; and bills of sale and (NARA Job NC-207-76-4,

quit-claim deeds on property item 30a)

acquired through foreclosure and

disposal by Federal Government.

b\. Financial statements, balance Destroy 6 years after

sheets, profit and loss statements, date of final payment,

credit reports; loan authorizations settlement or

and amendments, minutes of liquidation of loan.

meetings; preliminary reports; (NARA Job NC-207-76-4,

certificates of insurance, fire item 30b)

insurance policies, power of

attorney, and related correspondence.

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APPENDIX 16

RECORDS DISPOSITION SCHEDULE 16

REVOLVING FUND (LIQUIDATING PROGRAMS) RECORDS

Item

No. Description of Records Disposition

I. RECONSTRUCTION FINANCE CORPORATION LOANS PROGRAM

This schedule covers Reconstruction Finance Corporation loans with

States, municipalities, public agencies, and public bodies and loans

for drainage and irrigation projects transferred by Reorganization

Plan No. 1 of 1957. (347-S58, approved 9-17-46).

31\. Application and Loan Files.

a\. Application, examiners\' reports Permanent. Offer to

and evidence of repayment or National Archives after

settlement of loans. program is liquidated.

(NARA Job NC-207-76-4,

item 31a)

b\. Financial statements, balance Destroy 6 years after

sheets, profit and loss date of final payment,

statements; loan authorizations settlement or

and amendments, minutes of liquidation of loan.

meetings, preliminary reports; (NARA Job NC-207-76-4,

certificates of insurance, item 31b)

fire insurance policies, power of

attorney, and related correspondence.

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