Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0120 - Housing and Community Development Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Community Development Project
			 Records
Records related to the assessment, funding determination,
			 planning, design, and construction of various homeowner improvement projects,
			 including facilities, structures, and systems. Records include work plan, and
			 specifications, bid and contract information, project management/monitoring
			 records, feasibility studies, plans, amendments, inspector reports, change
			 orders, status reports, and related records. May be useful for litigation,
			 reference, or budget planning. (Minimum retention: 10 years after substantial
			 completion, or 3 years after final disposition, or as specified in agreement,
			 whichever is longer)
(2)
Environmental Review Records
Series documents individual environmental impact review studies for community
			 development and transit projects in accordance with the National Environmental
			 Policy Act (NEPA). Records may include duplicate materials from project
			 records, environmental assessments, evaluations, determinations, reporting
			 information to the federal Department of Housing and Urban Development (HUD),
			 supporting documentation, and related records. (Minimum retention:
			 Permanent)
(3)
Housing
			 Authority Bylaws, Rules, and Policies
Documents defining the powers and
			 purposes of the housing authority, as well as implementation policies in
			 accordance with federal and state laws. Includes bylaws. May also include rules
			 and policies on confidentiality, purchasing, tenant grievances, and other
			 subjects. (Minimum retention: Permanent)
(4)
Housing Authority Individual Tenant
			 History Records
Files documenting the history of individual tenant and
			 housing authority actions from application to separation from the program. May
			 contain application, landlord references, rental agreements, leases, periodic
			 reexamination and hardship data, income verification, billing statements,
			 maintenance requests, damage complaints, eviction notices, grievance hearing
			 records, and significant related material. (Minimum retention: 5 years after
			 separation from program)
(5)
Housing Authority Program Management
			 Records
Records documenting the activities and status of various
			 programs administered by the housing authority (Section 8, etc.). Records may
			 include staff meeting records and reports, waiting lists, maintenance records,
			 tenant statistics, and related significant records generated in the
			 administration of housing authority programs not specified elsewhere in the
			 schedule. (Minimum retention: 3 years after annual or final expenditure report
			 submitted)
(6)
Housing
			 Authority Property Management Records
Records documenting the actions of
			 the housing authority in managing housing not owned by the agency. May include
			 applications for funding, sub-grants, insurance policies, contracts, and
			 non-profit organization records such as articles of incorporation, bylaws,
			 budgets, minutes, agendas, as well as related significant records. (Minimum
			 retention: 6 years after expiration)
(7)
Housing Authority Rejected
			 Assistance Application Records
Rejected applications and related records
			 from individuals seeking assistance from the housing authority. Application
			 information may include name, age, occupation, social security number, size of
			 unit needed, assets, annual income, and related information. Records may also
			 include verification forms and related significant records. (Minimum retention:
			 3 years)
(8)
Housing
			 Development Project Records
The Housing Development Program utilizes
			 funding from the federal HOME Investment Partnership Program to expand the
			 supply of decent and affordable housing, particularly rental housing, for very
			 low- and low-income citizens. Records related to the assessment, funding
			 determination, planning, design, and construction of various housing
			 development projects, including facilities, structures, and systems, as well as
			 documentation on the acquisition of existing housing structures for housing.
			 Information includes work plan, and specifications, bid and contract
			 information, project management/monitoring records, feasibility studies, plans,
			 amendments, inspector reports, change orders, status reports, and related
			 records. (Minimum retention: 10 years after substantial completion of new
			 structures or acquisition of existing housing units)
(9)
Housing Rehabilitation Loan
			 Records
County Housing Rehabilitation Programs provide low-income
			 homeowners with loans for needed and critical home repairs. To qualify for the
			 program, a household's total annual gross income must be below HUD's Section 8
			 income limits. Series documents client application, verification of income,
			 credit report information, deeds of trust, project specifications and work
			 plan, copy of agency agreement with homeowner, financial information by loan
			 type; DPL, CHIP, or Rental Rehabilitation, Cancelled Housing Rehabilitation and
			 related records/correspondence. (Minimum retention:
(a) Deferred Payment Loans (DPL): 5 years
			 after homeowner leaves home, sells home, transfers the title, refinances the
			 mortgage, or a change of use
(b)
			 County Home Improvement Program Loans (CHIP): 5 years after loan pay-off or
			 foreclosure
(c) Rental Rehab Loans:
			 5 years after loan pay-off or foreclosure
(d) Cancelled Housing Rehabilitation Loans:
			 10 years after loan cancellation)