New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter C - Management Manual For Housing Authorities › Part 1625 - General Administration › Subpart 1625-6 - Files › Section 1625-6.5 - General correspondence files

Current through Register Vol. 46, No. 28, July 10, 2024
(a)
						General correspondence shall be filed by subject matter in accordance with the
						following decimal system [see Appendix S-3 for decimal filing system
						alphabetical listing]. As a minimum, files will be maintained on the basis of
						the major categories (1000 series), i.e., administration, personnel, etc.
						Further refinement of these categories is at the discretion of the authority
						based on the volume of correspondence handled. Such refinement, however, should
						be in accordance with the decimal breakdown provided below. Within each
						subject, correspondence should be arranged chronologically according to date
						with the most recent date being placed on top.
(b) In the event that the authority's filing
						system does not include the particular code number designated on incoming
						correspondence, that correspondence shall be filed under the first code number
						in use by the authority which encompasses the designated code number. As an
						example, correspondence having an inactive code number of 1420 would be filed
						under 1400 if in use by the authority or under 1000-1999 if 1400 was not in use
						by the authority.
(c) All
						correspondence
initiated
by the authority will show
coded file number
under subject reference.
File
									 Number
Subject Matter
1000-
1999
ADMINISTRATION
1000 .......
General
1100 .......
Local Housing Authority
1110 .......
Creation, Memberships, Appointments
1120 .......
Resolutions, By-Laws, Powers and Regulations
1130 .......
Meetings-Notice of, Minutes of, etc.
1140 .......
Historical Records (press clippings, etc.)
1200 .......
Office Management
1210 .......
Procedures, Organization, Organization
									 Charts
1220 .......
Travel
1300 .......
Legal
1400 .......
Public Relations
1410 .......
Relations with Tenants
1420 .......
Relations with Municipality
1430 .......
Relations with Other Government Agencies
1440 .......
Relations with Nongovernment Agencies and
									 Organizations
1500 .......
Forms-Creation, Preparation
1900 .......
Administrative Reports
1910 .......
Management Field Reports
2000-
2900*
PLANNING AND DEVELOPMENT
2000 .......
General
2100 .......
Preliminary Studies
2110 .......
Housing Studies
2120 .......
Site Selection
2200 .......
Loan and Subsidy
2210 .......
Application for Financial Assistance
2220 .......
Commissioner's Findings
2230 .......
Loan and Subsidy Contract
2300 .......
Planning
2310 .......
Apartment Distribution
2320 .......
Plans-Submission, Review and Acceptance
2330 .......
Zoning
2340 .......
Availability of Community Services
2400 .......
Land Acquisition
2410 .......
Appraisals
2420 .......
Purchases
2430 .......
Ceding of Land
2440 .......
Condemnation
2500 .......
Development Contracts
2501 .......
Surveys and Maps
2502 .......
Test Borings
2503 .......
Architects
2504 .......
Demolition
2505 .......
Construction-Foundation
2506 .......
Construction-Superstructure
2507 .......
Heating
2508 .......
Electric
2509 .......
Plumbing
2510 .......
Elevators
2511 .......
Concrete Testing
2512 .......
Street and Yards
2513 .......
Landscaping
2514 .......
Ranges
2515 .......
Refrigerators
2900 .......
Planning and Development Reports
2910 .......
Monthly and Quarterly Financial Reports
2920 .......
Construction Progress Report
3000-
3999
RENTS AND OCCUPANCY
3000 .......
General
3100 .......
Rents and Collections
3200 .......
Site and Offsite Tenancy
3300 .......
Tenant Selection
3400 .......
Initial Occupancy
3500 .......
Leasing
3600 .......
Continued Occupancy (income review, occupancy
									 standards, etc.)
3700 .......
Termination of Tenancy
3800 .......
Auxiliary Services (parking, laundry, etc.)
3900 .......
Occupancy Reports
3910 .......
Occupancy Report
3920 .......
Statement of Tenant's Arrears
4000-
4999
OPERATION AND MAINTENANCE
4000 .......
General
4100 .......
(Reserved)
4200 .......
Operating Services (janitorial, security,
									 exterminating, etc.)
4300 .......
Utilities
4310 .......
Water
4320 .......
Electricity
4330 .......
Gas
4340 .......
Heating Fuel
4350 .......
(Reserved)
4360 .......
Sanitation
4370 .......
Other
4400 .......
Repairs, Maintenance and Replacements
4410 .......
Grounds
4420 .......
Structures
4430 .......
Painting and Decorating
4440 .......
Plumbing, Gas and Electrical Systems
4450 .......
Heating and Ventilating Systems
4460 .......
Elevators
4470 .......
(Reserved)
4480 .......
Ranges and Refrigerators
4490 .......
Other Equipment
4900 .......
Operations and Maintenance Reports
4910 .......
Utility Consumption Records
5000-
5999
PERSONNEL
5000 .......
General
5100 .......
Employment
5110 .......
Applications
5120 .......
Individual Personnel Files
5200 .......
Resident Employees
5300 .......
Salary and Leaves, Rules and Regulations
5400 .......
Pension and other Benefits
5900 .......
Personnel Reports
6000-
6999
FISCAL AND BUDGET
6000 .......
General
6100 .......
Fiscal
6110 .......
Development Fund
6120 .......
Administration Fund
6130 .......
Reserve Fund
6140 .......
Subsidies
6150 .......
Debt Service and Financing
6160 .......
Security Deposits
6200 .......
Budget
6900 .......
Fiscal Reports
6910 .......
Quarterly Financial Reports
6920 .......
Audit Reports
7000-
7999
MISCELLANEOUS
7000 .......
Insurance
7100 .......
Fire Prevention and Safety
7200 .......
Civil Defense
7300 .......
Community Services
7400 .......
Litigation
7500 .......
Procurement and Supplies
7900 .......
Miscellaneous Reports
7910 .......
Liability and Compensation Reports
7920 .......
Safety Engineers Reports
7930 .......
Inventory Records
7940 .......
Fire Reports
Footnotes
* So in original. Apparently should read
						  "2000-2999".