HUD Handbook 4350.3 § 4-22
Record-Keeping (HUD Occupancy Handbook 4350.3 REV-1 CHG-4)
Operative Text
A. The owner must retain current applications as long as their status on the waiting
list is active.
B. Once the applicant is taken off the waiting list, the owner must retain the
application, *form HUD-92006 completed by the applicant*, initial rejection notice,
applicant reply, copy of the owner’s final response, and all documentation
supporting the reason for removal from the list for three years.
C. When an applicant moves in and begins to receive assistance, the application
*and form HUD-92006 completed by the applicant* must be maintained in the
tenant file for the duration of the tenancy and for three years after the tenant
leaves the property.
D. All files must be kept secure so that personal information remains confidential.
E. The applicant’s or tenant’s file should be available for review by the applicant or
tenant upon request or by a third party who provides signed authorization for
access from the applicant or tenant. *EIV income data found in the tenant’s file
has additional disclosure requirements (see paragraph 9-18).*
F. The owner must dispose of applicant and tenant files and records in a manner
that will prevent any unauthorized access to personal information, e.g., burn,
pulverize, shred, etc.
G. Owners must keep records and submit reports and information as required by
HUD to enable HUD and the owner to ascertain whether the owner has
complied, or is complying with, nondiscrimination requirements. (See Chapter 2.)HUD Handbook 4350.3 REV-1 CHG-4 § 4-22 establishes how long and in what manner owners of HUD-assisted housing must keep applicant and tenant records. Active waiting-list applications must be held until the applicant's status ends; once someone is removed from the list, their full application package must be kept for three years. When a person moves in and receives assistance, their file must be retained for the entire tenancy plus three years after departure. Throughout this process, files must be stored securely, made available to the individual upon request, and ultimately destroyed in a way that prevents unauthorized access to personal information.
Plain English — not legal advice.
Operators of HUD-assisted properties subject to § 4-22 of HUD Handbook 4350.3 REV-1 CHG-4 generally maintain a clear file-retention schedule: active waiting-list applications are held until the applicant's status changes, removed-applicant packages (including form HUD-92006, rejection notices, and supporting documentation) are kept for three years, and resident files are retained for the full tenancy plus three years after move-out. Compliant operators store all files securely to protect personal information and ensure that applicants, tenants, or their authorized representatives can access their own records upon request. When files are no longer required to be kept, they are disposed of through methods such as shredding, burning, or pulverizing to prevent any unauthorized access, and nondiscrimination-related records and reports are maintained as directed by HUD under Chapter 2.
General guidance for property managers — not legal advice for your specific situation. Consult an attorney for advice on your case.
Under § 4-22 of HUD Handbook 4350.3 REV-1 CHG-4, tenants and applicants in HUD-assisted housing have a right to review their own files upon request, and a third party may also access those records with the individual's signed authorization. Owners are required to keep resident files secure and confidential, and EIV income data within those files carries additional disclosure requirements described in paragraph 9-18. Individuals who believe their file-access rights have been denied or that their personal information has been mishandled may consider contacting the U.S. Department of Housing and Urban Development directly or reaching out to a local tenant-rights organization for general guidance.
General guidance for tenants — not legal advice for your specific situation. Consult a tenant-rights organization or attorney for advice on your case.
Generated September 25, 2026 — auto-generated, not yet human-reviewed. See /transparency for methodology.
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