2225.6 REV-1 CHG-22

APPENDIX 11

RECORDS DISPOSITION SCHEDULE 11

HOUSING GRANT RECORDS

A. Active Programs: This schedule provides disposition instructions

for Headquarters and Field records relating to the following active

Housing Grant programs:

Congregate Housing Services: On a competitive basis, HUD makes

direct 5-year renewable grants to eligible applicants for a meals

program, 7 days a week, and other supportive services needed by

eligible residents to prevent premature and unnecessary

institutionalization.

Drug Elimination Grants: HUD awards grants to Federally assisted

low, income housing projects for activities designed to eliminate

drug-related crime.

HOPE 2 Homeownership of Multifamily Units: HUD awards grants on a

competitive basis to assist eligible applicants in developing and

carrying out homeownership programs for low-income families and

individuals through the use of multifamily rental properties.

Housing Counseling Services: HUD awards housing counseling grants

on a competitive basis to its approved agencies when the Congress

appropriates funds for this purpose. The objective of the

counseling is to help homebuyers, homeowners, and tenants to

improve their housing conditions and meet their responsibilities.

Special Purpose Grants: In the HUD Appropriations Acts for Fiscal

Years 1991, 1992, 1993, and 1995, Congress funded Special Purpose

grants which were not under any normal HUD program authorizations

but were designated by Congress for a specific purpose and for a

specific State or local jurisdiction.

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APPENDIX 11

RECORDS DISPOSITION SCHEDULE 11

HOUSING GRANT RECORDS

B. Inactive Programs: This schedule also covers records generated as

a result of the following earlier Housing Grant programs which are now

defunct:

Flexible Subsidy Grants: Before 1990, HUD provided assistance in

the form of grants to privately owned, federally assisted

multifamily housing projects to help restore or maintain their

financial and physical soundness, improve their management, and

maintain them for low- and moderate-income people.

In 1990, the program was converted to a loan program. This

schedule covers the grant records created before 1990. Flexible

Subsidy Records from 1990 to present which are related to the

Flexible Subsidy Loan program will be covered by item 13 of HUD

Records Disposition Schedule 10, \"Records Relating to Multifamily

Insured Programs.\"

Housing Development Grants: On a competitive basis, HUD awarded

funds to units of local government to finance the substantial

rehabilitation or new construction of rental housing, cooperatives,

and mutuals. The program was intended to increase the availability

of rental housing in areas of severe shortage.

The program legislation expired on September 30, 1989, but project

owners are still bound by covenants to keep the assisted units

available for occupancy by lower-income tenants for 20 or 30 years

and not to convert the units to condominiums during this period.

Nehemiah Housing Opportunity Grants: Program provided funding for

down payment assistance to homebuyers of moderate income by grants

to private, nonprofit organizations. Funding was provided from FY

89 through FY 91.

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APPENDIX 11

RECORDS DISPOSITION SCHEDULE 11

HOUSING GRANT RECORDS

Item

No. Description of Records Disposition

1\. General Subject/Chronological Temporary. Break files

Correspondence. Official record annually. Destroy 3

copies (Forms HUD-713 or equiva- years after file break.

lent) of outgoing correspondence, (N1-207-86-3, item 1)

original incoming correspondence,

copies of HUD issuances, notices,

directives and related documents.

2\. Disapproved and Withdrawn Competi- Temporary. Destroy 5

tive Grant Applications. Head- years 30 days after

quarters and Field Office copies date of grant award.

disapproved and withdrawn (NARA Job N1-207-93-4,

competitive grant applications item 17-3a)

for which no contract was

executed, and applications

received after the deadline.

3\. Cancelled, Suspended or Termi- Temporary. Cut off and

nated Competitive Grant Case place in inactive file

Files. Headquarters and Field after final audit and

Office copies of cancelled, settlement of account.

suspended or terminated competi- Retire to Federal

tive applications or grant Records Center 1 year

which a contract was executed. after cut off, or any

time thereafter that

volume warrants.

Destroy 5 years after

final audit and

settlement of account.

(NARA Job N1-207-96-2,

item 3)

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APPENDIX 11

RECORDS DISPOSITION SCHEDULE 11

HOUSING GRANT RECORDS

Item

No. Description of Records Disposition

4\. Competitive Grant Case Files.

Headquarters and/or Field Office

copies of approved competitive

grant case files. Includes

grantee application, review,

approval, and performance

documentation files.

a\. Housing Competitive Grant Temporary. Cut off and

Case Files for programs place in inactive file

where the grantee has after grant closeout.

continuing obligations Retire to Federal

after closeout/settlement Records Center 1 year

of the grant, including, after grant closeout,

but not limited to, Housing or any time thereafter

Development Action Grants that volume warrants.

(HODAG). Destroy 20 years after

grant closeout. (NARA

Job N1-207-96-2, item

4a)

b\. Flexible Subsidy Grant Case Temporary. Cut off when

Files. Headquarters and both the Flexible Subsi-

Field Office copies of all dy and mortgage loan

Flexible Subsidy Grant case have been paid in full.

records. Retire to Federal

Records Center 1 year

after cut off. Destroy

7 years after both

subsidy and loan have

been paid in full.

(NARA Job N1-207-96-2,

item 4b)

c\. HOPE 2 Grant Case Files.

\(1\) Headquarters Copies Temporary. Cut off upon

grant approval. Retire

to Washington National

Records Center 1 year

thereafter or anytime

thereafter that volume

warrants. Destroy 9

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APPENDIX 11

RECORDS DISPOSITION SCHEDULE 11

HOUSING GRANT RECORDS

Item

No. Description of Records Disposition

years after grant

approval. (NARA Job N1-

207-96-2, item 4c(1)

\(2\) Field Office Copies

\(a\) Implementation Grants. Temporary. Cut off and

place in inactive file

after grant closeout.

Retire to Federal

Records Center 1 year

after grant closeout, or

any time thereafter that

volume warrants.

Destroy 15 years after

grant closeout. (NARA

Job N1-207-96-2, item 4c

\(2\) (a)

\(b\) Planning Grants. Temporary. Cut off and

place in inactive file

after grant closeout.

Retire to Federal Record

Center 1 year after

grant closeout, or any

time thereafter that

volume warrants.

Destroy 6 years after

grant closeout. (NARA

Job N1-207-96-2, item 4c

(2)(b)

d\. All other Housing Competitive Temporary. Cut off and

Grant case files. place in inactive file

after grant closeout.

Retire to Federal Record

Center 1 year after

grant closeout, or any

time thereafter that

volume warrants.

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2225.6 REV-1 CHG-27

APPENDIX 11

RECORDS DISPOSITION SCHEDULE 11

HOUSING GRANT RECORDS

Item

No. Description of Records Disposition

Destroy 6 years after

grant closeout. (NARA

Job N1-207-96-2, item 4d)

5\. Review and Processing Copies

of Competitive Grant Applica-

tions. Headquarters and Field

Office copies of program and

technical review and processing

copies of competitive grant

application packages. Includes

all related work papers that

typically accumulate at each

step in the review process.

a\. Copies containing unique Temporary. Cut off on

record notations not in date of award grant.

grant case file. May include Retire to Federal Record

competitive ranking sheets, Center 1 year after cut

scores on each of the off. Destroy 5 years

relevant selection criteria, and 30 days after cut

and other information off. (NARA Job N1-207-

indicating the basis for 96-2, item 5a)

HUD\'s decision.

b\. Copies that do not contain Temporary. Destroy when

any unique records notations. no longer needed for

reference, not to exceed

1 year after date of

grant award. (NARA Job

N1-207-96-2, item 5b)

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