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City of Santa Ana Records Retention Schedule <br />COMMUNITY DEVELOPMENT AGENCY <br />Exhibit D <br />RECORD CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD <br />START DATE <br />RETENTION <br />PERIOD <br />REMARKS <br />CUSTODIAN <br />Rebate Files <br />Clients participating on Rebate program <br />Rebate Check Date <br />5 Years <br />Code of Civil <br />Housing <br />Procedures Sec. <br />337 GC 34090 <br />Rebate Clients <br />Client information. Clients can participate once <br />Rebate Check Date <br />Permanent <br />Code of Civil <br />Housing <br />in a lifetime <br />Procedures Sec. <br />337 GC 34090 <br />Contractor Files and List <br />Files on contractors who are eligible to bid on <br />Project Completion <br />1 Year <br />Code of Civil <br />Housing <br />rehab projects. Residents have 1 year to file <br />Procedures Sec. <br />claim with contractor <br />337 GC 34090 <br />NSP/ HOME/ HOPWA <br />Grant documents and all supporting documents: <br />End of Grant Year <br />4 Years from FY <br />GC 34090 24 CFR <br />Housing <br />applications, reports, contracts, profect files, <br />date <br />570.502 24 CFR <br />proposals, statements, sub -recipient dockets, <br />85.42 <br />environmental review, inventory, consolidated <br />tans, CAPERS, etc. <br />Housing Programs <br />Planning/Redevelopment Agency files. <br />Current Year <br />Plus 2 Years <br />GC34090 <br />Housing <br />Housing Programs <br />Includes comprehensive Housing Authority <br />Current Year <br />4 Years <br />24 CFR 570.502 <br />Housing <br />Strategy, Mortgage Credit Certificates, <br />Low/Mod Housing, Rental Housing Assistance <br />Development, General <br />Internal working files including correspondence. <br />Document Date <br />2 Years <br />24 CFR 85.42 <br />Housing <br />Subject Files, Projects <br />HOME Program <br />Certification for tenants and inspections <br />Date of Certification <br />7-10 years <br />Housing <br />Certifications <br />Tax Exempt Bond Program <br />Income Certifications for Tenants Occupying <br />Date of Certification <br />7-10 years <br />Housing <br />Income Certifications <br />Affordable Units in Tax Exempt Bond Projects <br />Tax Exempt Bond Program: <br />Certifications completed by owners, stating that <br />Date of Certification <br />7-10 years <br />Housing <br />Annual and Quarterly <br />their projects are in compliance with bond <br />Compliance Certifications <br />program requirements <br />HOUSING AUTHORITY <br />Action Items & Agenda <br />RFCAs and staff reports to commissions, <br />Date of Action <br />2 Years <br />CDA - Housing <br />Packets, Resolutions & <br />Agency and other legal bodies (not City <br />Authority <br />Reports <br />Council.) Can be imaged immediately for <br />permanent retention. <br />Application for Housing <br />Applicant application and correspondence while <br />Date Removed from <br />3 Years <br />Housing Authority <br />Certificate Voucher <br />on wait list <br />List <br />Expired Voucher <br />Applicant file through voucher issuance <br />Date of Voucher <br />3 Years <br />Housing Authority <br />Expiration <br />Tenant file <br />Application, correspondence and all paperwork <br />Date of the end of <br />3 Years <br />Housing Authority <br />related to tenant's participation on the program <br />participation <br />Funding documents <br />JAII correspondence regarding funding from HUD <br />Receipt Date <br />Permanent <br />Housing Authority <br />4of6 <br />