04 - HAADMIN PLAN 2 - Laserfiche WebLink

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~ An application from each ineligible family and notice that the applicant is not eligible; ~ HUD-required reports; ~ Unit inspection reports; ~ Lead-based paint records as required by 24 CFR 35, Subpart B. ~ Accounts and other records supporting SAHA's budget and financial statements for the program; ~ Records to document the basis for SAHA's determination that rent to owner is a reasonable rent (initially and during the term of a HAP contract); and ~ Other records specified by HUD. If an informal hearing to establish a family's citizenship status is held, longer retention requirements apply for some types of documents. For specific requirements, see Section 16- IILD., Retention of Documents. 16-VLC. RECORDS MANAGEMENT SAHA will maintain applicant and participant files and information in accordance with the regulatory requirements described below. All applicant and participant information will be kept in a secure location and access will be limited to authorized staff. Staff will not discuss personal family information unless there is a business reason to do so. Inappropriate discussion of family information or improper disclosure of family information by staff will result in disciplinary action. Privacy Act Requirements [24 CFR 5.212 and Form-9886] The collection, maintenance, use, and dissemination of social security numbers (SSN), employer identification numbers (EIN), any information derived from these numbers, and income information of applicants and participants must be conducted, to the extent applicable, in compliance with the Privacy Act of 1974, and all other provisions of Federal, State, and local law. Applicants and participants, including all adults in the household, are required to sign a consent form, HUD-9886, Authorization for Release of Information. This form incorporates the Federal Privacy Act Statement and describes how the information collected using the form maybe used, and under what conditions HUD or SAHA may release the information collected. Upfront Income Verification (UIV) Records SAHAs that access UIV data through HUD's Enterprise Income Verification (EIV) System are required to adopt and follow specific security procedures to ensure that all EIV data is protected in accordance with Federal laws, regardless of the media on which the data is recorded (e.g. electronic, paper). These requirements are contained in the HUD issued document, Enterprise Income Verification (EIV) System, Security Procedures for Upfront Income Verification data. Prior to utilizing HUD's EIV system, SAHA will adopt and implement EIV security procedures required by HUD. iii29iio Page 16-25