8105. RECORD KEEPING

8105 RECORD KEEPING 8105.1 DCHA will maintain records as follows: DCHA will keep at least the last three (3) years of the Form HUD-50058 and supporting documentation, and for at least three (3) years after end of participation all documents related to a family’s eligibility, tenancy, and termination; DCHA will keep Enterprise Income Verification (EIV) system Income Reports in the tenant file for the duration of the tenancy and for three (3) years from the end of participation date. In addition, DCHA will keep the following records for at least three (3) years: An application from each ineligible family and notice that the applicant is not eligible; Lead-based paint records as required by 24 CFR 35, Subpart B; Documentation supporting the establishment of flat rents; Documentation supporting the establishment of utility allowances and surcharges; Accounts and other records supporting DCHA budget and financial statements for the program; Complaints, investigations, notices, and corrective actions related to violations of the Fair Housing Act or the equal access final rule; Confidential records of all emergency transfers related to VAWA requested under DCHA’s Emergency Transfer Plan and the outcomes of such requests; and Other records as determined by DCHA or as required by HUD. If a hearing to establish a family’s citizenship status is held, longer retention requirements apply for some types of documents in accordance with Chapter 79 of this Title. 8105.2 Records will be kept in accordance with the following: All applicant and participant information will be kept in a secure location and access will be limited to authorized DCHA staff on an as-needed basis only; and DCHA 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. 8105.3 The collection, maintenance, use, and dissemination of Social Security numbers (SSNs), employer identification numbers (EINs), any information derived from these numbers, and income information of applicants and participants will be conducted, to the extent applicable, in compliance with the Privacy Act of 1974, and all other provisions of Federal and District of Columbia law. 8105.4 [RESERVED] 8105.5 DCHA will follow EIV security procedures required by HUD. 8105.6 DCHA will only disclose the criminal conviction records which DCHA receives from a law enforcement agency to officers or employees of DCHA, or to authorized representatives of DCHA who have a job-related need to have access to the information. 8105.7 DCHA will implement a system of records management that ensures that any criminal record received by DCHA from a law enforcement agency is maintained confidentially, not misused or improperly disseminated, and destroyed, once the purpose for which the record was requested has been accomplished, including expiration of the period for filing a challenge to the DCHA action without institution of a challenge or final disposition of any such litigation. 8105.8 DCHA will implement a system of records management that ensures that any sex offender registration information received by DCHA from a State or local agency is maintained confidentially, not misused or improperly disseminated, and destroyed, once the purpose for which the record was requested has been accomplished, including expiration of the period for filing a challenge to the DCHA action without institution of a challenge or final disposition of any such litigation. However, a record of the screening, including the type of screening and the date performed shall be retained. This requirement does not apply to information that is public information, or is obtained by DCHA other than under 24 CFR § 5.905. 8105.9 DCHA is not permitted to inquire about the nature or extent of a person’s disability. DCHA may not inquire about a person’s diagnosis or details of treatment for a disability or medical condition. If DCHA receives a verification document that provides such information, DCHA will not place this information in the tenant file. DCHA will destroy the document. 8105.10 For requirements and DCHA’s policies related to management of documentation obtained from victims of domestic violence, dating violence, sexual assault, and/or stalking, see § 8107. SOURCE: Final Rulemaking published at 73 DCR 007351 (May 15, 2026). District of Columbia Municipal Regulations Housing 14 DCMR § 8105