APPENDIX 10

RECORDS DISPOSITION SCHEDULE 10

RECORDS RELATING TO MULTIFAMILY INSURED PROGRAMS

This schedule provides disposition instructions for Headquarters

records produced as a result of HUD\'s subsidized and unsubsidized

multifamily insured programs. The instructions pertain to

Headquarters multifamily administrative, management and operational

records, and include records relating to such special programs as

rent supplement, cooperatives, condominiums, hospitals, nursing

homes, and medical practice facilities. Multifamily Field Office

records are covered in Records Disposition Schedule 1, Field Office

Records.

Item

No. Description of Records Disposition

1\. General subject correspondence Break files annually.

pertaining to the administration and Destroy when 3 years

management of the production phase of old. (NARA Job

all multifamily insured programs. NC1-207-78-12, item 1)

2\. Chronological files pertaining to the Break files annually.

administration and management of the Destroy when 3 years

production phase of all multifamily old. (NARA Job

insured programs. NC1-207-78-12, item 2)

3\. General administrative reference files, Use applicable General

including copies of personnel, travel, Records Schedules.

and general housekeeping records.

4\. Correspondence and reports relating to

specific projects. Materials include

and pertain to applications, project

selection, processing, and mortgage

servicing activities.

a\. Where a long term obligation of Transfer all records on

the Government is created by the specific project to

endorsement, contract, or the Headquarters

otherwise. project mortgage

servicing file. See

Schedule 10, item 7.

(NARA Job NC1-207-78-12,

item 4a)

b\. Where no long term obligation Destroy 6 years after

of the Government is created to date of last entry.

require servicing, as when an (NARA Job NC1-207-78-12,

application is withdrawn or a item 4b)

commitment denied.

1 10/88

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APPENDIX 10

RECORDS DISPOSITION SCHEDULE 10

RECORDS RELATING TO MULTIFAMILY INSURED PROGRAMS

Item

No. Description of Records Disposition

5\. General subject correspondence Break files annually.

pertaining to the administration and Destroy when 3 years

management of all aspects of old. (NARA Job

multifamily mortgage servicing. NC1-207-78-12, item 5)

6\. Chronological files pertaining to the Break files annually.

administration and management of all Destroy when 3 years

aspects of multifamily mortgage old. (NARA Job

servicing. NC1-207-78-12, item 6)

7\. Project Mortgage Servicing Retire to Federal

Correspondence Docket. Duplicate Records Center at close

files are maintained in Headquarters of fiscal year in which

and in the respective servicing Field the Secretary ceases to

Office for each multifamily project. have any liability

Each file chronologically documents and/or interest in the

each project\'s history from inception project. Destroy 6

through the performance of any years after the

mortgage covenants, and adherence to Secretary ceases to have

any regulatory agreements, applicable any liability and/or

laws, and Departmental regulations. interest in the project.

Included are underwriting and (NARA Job NC1-207-78-12,

processing forms, rent schedules, item 7)

annual inspection reviews on

maintenance, management reports,

default notices, modification

agreements, and other data. The

files are active for the life of

the mortgage, which can be as long

as 40 years.

8\. Washington (Legal) Docket. The docket Retire to Federal

contains application, contract, title, Records Center at close

mortgage, corporate and fiscal of fiscal year in which

sections, and the forms and the Secretary ceases to

documents in each section are have any liability

arranged in accordance with FHA and/or interest in the

Form No. 2471, Contents of project. Destroy 6

Washington Docket. years after the

Secretary ceases to have

any liability and/or

interest in the project.

(NARA Job NC1-207-78-12,

Item 8)

10/88 2

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

APPENDIX 10

RECORDS DISPOSITION SCHEDULE 10

RECORDS RELATING TO MULTIFAMILY INSURED PROGRAMS

Item

No. Description of Records Disposition

9\. Headquarters copies of financial Screen files upon

statements on multifamily projects. receipt of current

Files contain financial statements financial statement, and

pertaining to the operations of the destroy any statements

mortgagor corporations having that are more than 6

FHA-insured mortgages under various years old. Merge with

project mortgage insurance programs Project Mortgage

where provisions of the charter or Servicing Correspondence

regulatory agreement provide for Docket and Washington

the submission of such statements (Legal) Docket. See

to HUD. items 7 and 8 of the

Schedule. (NARA Job

NC1-207-78-12, item 9)

10\. Multifamily Default System. This major,

cumulative loan management machine

readable system tracks projects acquired

by HUD or which involve a mortgage

assigned to HUD or an insured mortgage

in default. The system provides an

automated data base for the preparation

of management and statistical reports.

a\. System master file. Apply provisions of

General Records Schedule

20\. First generation

data may be disposed of

after fourth successful

update. (NARA Job

NC1-207-78-12, item 10a)

b\. System output reports.

\(1\) Copies maintained by system Destroy when no longer

sponsor. needed, or when 2 years

old, whichever occurs

first. (NARA Job

NC1-207-78-12, item

10b(1))

\(2\) All other distributed copies. Destroy when superseded

or obsolete, or after

fourth successful

update, whichever occurs

first. (NARA Job

NC1-207-78-12, item

10b(2))

3 10/88

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APPENDIX 10

2225.6 REV-1

APPENDIX 10

RECORDS DISPOSITION SCHEDULE 10

RECORDS RELATING TO MULTIFAMILY INSURED PROGRAMS

Item

No. Description of Records Disposition

11\. Multifamily Early Warning System (MEWS).

This machine readable system assists in

identifying subsidized multifamily hous-

ing projects which may be headed for

default. Using data collected monthly

from the project managers, the system

compares occupancy and several financial

indicators with pre-established norms.

a\. System master file. Apply provisions of General

Records Schedule 20. First

generation data may be disposed of

after fourth successful update.

(NARA Job NC1-207-78-12, item 11a)

b\. System output reports. Destroy after third successful

update. (NARA Job NC1-207-78-12,

item 11b)

12\. Monthly Subsidy Billings/Documentation. Retire to Federal Records

Housing program office copies of month- Center 1 year after audit

ly subsidy billings and supporting or any time following

documentation. These may include any audit that volume warr-

and all of the following: Housing ants. Destroy when 3 years

Owner\'s Certification/Application for old. (NARA Job N1-207-

Housing Assistance Payments (HUD- 88-4, item 12)

[52670](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/52670.pdf));
Schedule of Tenant Assistance

Payments Due ([HUD-52670A, Part
1](http://www.hud.gov/utilities/intercept.cfm?/offices/adm/hudclips/forms/files/52670a-1.pdf));

Schedule of Section 8 Special Claims

(HUD-52670A, Part 2); Section 8

Special Claims Worksheet (HUD-52670-

WS); Owner\'s Certification of Compli-

ance with HUD\'s Tenant Eligibility

and Rent Procedures (HUD-50059); and

Worksheets for the Computation of

Tenant Payment/Rent (HUD-50059a

through k).

2225.6 REV-1 CHG-26

APPENDIX 10

HUD RECORDS DISPOSITION SCHEDULE 10

RECORDS RELATING TO MULTIFAMILY INSURED PROGRAMS

This schedule provides disposition instructions for Headquarters records

produced as a result of HUD\'s subsidized and unsubsidized multifamily
insured

programs. The instructions pertain to Headquarters multifamily

administrative, management and operational records, and include records

relating to such special programs as rent supplement, cooperatives,

condominiums, hospitals, nursing homes, and medical practice facilities.

Exceptions: Item 12 of this schedule covers Field Office records. Item
13

covers Headquarters and Field Office records.

The rest of the multifamily Field Office records are covered in HUD
Records

Disposition Schedule 1, \"Field Office Records.\" However, the
multifamily

records items in Schedule 1 will be incorporated into Schedule 10 as
part of

its next major revision.

Item

No. Description of Records Disposition

13\. Flexible Subsidy Loan Files.

The Flexible Subsidy program

consists of the Operating

Assistance Program (OAP) and

the Capital Improvement Loan

Program (CILP). Both programs

provide loans on a competitive

basis to privately owned,

federally assisted multifamily

housing projects to restore or

maintain the physical and

financial soundness of the

projects at the lowest possible

cost to the Federal Government.

CILP loans are amortizing loans

where the payments begin after

the loan proceeds are distributed.

HUD can require that OAP

deferred/contingent loans be

repaid in installments from residual

receipts at the end of each fiscal

5 4/96

2225.6 REV-1 CHG-26

APPENDIX 10

HUD RECORDS DISPOSITION SCHEDULE 10

RECORDS RELATING TO MULTIFAMILY INSURED PROGRAMS

Item

No. Description of Records Disposition

year or be repaid in full

when the property is sold,

the mortgage insurance is

terminated, or the mortgage

is paid off.

This item covers Flexible

Subsidy program records kept

in Headquarters and Field

Offices.

a\. Disapproved or withdrawn Use item 17-3a of HUD

applications. These files Records Disposition

include applications Schedule 3.

received after the

deadline.

b\. Official loan case files. Retire to Federal Records

These files are kept in Center 1 year after both

Field Offices. These files the Flexible Subsidy and

contain approved loan the Mortgage Loan have

applications, background been paid in full.

material used to make Destroy 7 years after

funding decisions, Manage- both subsidy and loan

ment Improvement and have been paid in full.

Operating Plans (MIO\'s), (NARA Job N1-207-94-6,

funding reservations, item 13b)

original loan documents,

certifications, worksheets,

management reviews, reports,

correspondence, and related

documents.

8/96 6

2225.6 REV-1 CHG-26

APPENDIX 10

HUD RECORDS DISPOSITION SCHEDULE 10

RECORDS RELATING TO MULTIFAMILY INSURED PROGRAMS

Item

No. Description of Records Disposition

c\. Financial accounting Use General Records

documents related to the Schedule 6, item 1a.

loan (accountable offi-

cers\' files). These files

are kept by the appro-

priate financial account-

ing office in HUD. They

include the record copies

of the executed contracts.

d\. Copies of loan applica- Retire to Federal

tion packages with back- Records Center 1 year

ground material sent to after date of decision

Headquarters with Field on approval of the

Office recommendations loan, or anytime

for approval. Records thereafter that volume

include Headquarters\' warrants. Destroy 6

decisions to approve years and 3 months

or disapprove the after date of decision

applications for funding. on approval of the

These files are kept in loan. (NARA Job N1-207-94-

Headquarters. 6, item 13d)

e\. Headquarters records on Destroy when 7 years

funding allocations to old. (NARA Job N1-

the Field Offices, 207-94-6, item 13e)

including nonrecord

copies of the executed

contracts.

f\. Records related to Use HUD Records

Flexible Subsidy program Disposition Schedule

before 1980 when it was a 11, Housing Grant

grant program. Records.

7 8/96