HUD Handbook 4350.3 § 5-23
Record-Keeping Procedures (HUD Occupancy Handbook 4350.3 REV-1 CHG-4)
Operative Text
A. Owners must keep the following documents in the tenant’s file at the project site:
1. All original, signed forms HUD-9887 and HUD-9887-A;
2. A copy of signed individual consent forms;
3. *A copy of the EIV Income Report, regardless of whether or not any
income is reported for the household, along with the HUD-50059 and any
other documentation obtained supporting income and rent
determinations; and
4. Third-party verifications received from third-party sources.*
B. Owners must maintain documentation of all verification efforts throughout the
term of each tenancy and for at least three years after the tenant moves out
C. The tenant’s file should be available for review by the tenant upon request or by
a third party who provides signed authorization for access from the tenant.
*NOTE: The Federal Privacy Act (5 USC 552a, as amended) prohibits the
disclosure of an individual’s information to another person without the written
consent of such individual. As such, the EIV data of an adult household member
may not be shared (or a copy provided or displayed) with another adult
household member, unless the individual has provided written consent to
disclose such information. See Chapter 9, paragraph 9-18 for more information
on disclosing EIV data to another individual or entity.*
D. Owners must maintain applicant and tenant information in a way to ensure
confidentiality. Any applicant or tenant affected by negligent disclosure or
improper use of information may bring civil action for damages and seek other
relief, as appropriate, against the employee. Forms HUD-9887 and *HUD-9887-
A* describe the penalties for the improper use of consent forms.
E. Owners must dispose of tenant files and records in a manner that will prevent
any unauthorized access to personal information, e.g., burn, pulverize, shred,
etc.HUD Handbook 4350.3 REV-1 CHG-4 § 5-23 establishes how owners of HUD-assisted housing must handle tenant records. Specific documents—including signed consent forms, EIV Income Reports, HUD-50059s, and third-party verifications—must be kept on-site in each tenant's file, and verification records must be retained for at least three years after a tenant moves out. Tenant files must be kept confidential, made available to the tenant upon request, and ultimately destroyed in a way that prevents unauthorized access to personal information. The Federal Privacy Act further restricts sharing an individual's EIV data with other household members without that person's written consent.
Plain English — not legal advice.
Under HUD Handbook 4350.3 REV-1 CHG-4 § 5-23, compliant operators maintain a complete, organized tenant file at the project site containing all required forms—HUD-9887, HUD-9887-A, signed consent forms, EIV Income Reports, HUD-50059s, and third-party verifications. Operators keep all verification documentation throughout the tenancy and for a minimum of three years after move-out, and they implement confidentiality safeguards to prevent negligent disclosure or improper use of tenant information. When files are no longer needed, operators dispose of them through methods such as shredding, burning, or pulverizing to prevent any unauthorized access to personal data.
General guidance for property managers — not legal advice for your specific situation. Consult an attorney for advice on your case.
HUD Handbook 4350.3 REV-1 CHG-4 § 5-23 gives tenants the right to request access to their own file maintained at the project site, and owners are expected to make that file available upon such a request. The provision also protects tenants' personal information by requiring confidential handling; any tenant affected by negligent disclosure or improper use of their information may pursue civil action for damages and other relief against the responsible employee. Tenants who believe their records have been mishandled or improperly disclosed may wish to consult a tenant-rights organization or contact the U.S. Department of Housing and Urban Development to understand available options.
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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