HUD Handbook 4350.3 § 4-22

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.)