General Records Schedule 15 Housing Records
Transmittal No. 8
December 1998
GENERAL RECORDS SCHEDULE 15
Housing Records
The housing records covered by this schedule include files and data accumulated in the maintenance and management of Federally owned and operated housing facilities within the continental United States for civilian employees of the Federal Government, military personnel, and others eligible by law to reside in the projects. These facilities may consist of low cost quarters located either within or adjacent to the confines of Federal installations or in a critical defense or other area. This schedule includes housing records maintained by housing managers and housing or quarters offices, but does not cover the headquarters or staff office files of the supervising agency, or the files of the Department of Housing and Urban Development, the Department of Health and Human Services, or the Department of Veterans Affairs pertaining to program operations in planning and financing housing facilities.Maintenance records reflect repair and general upkeep of the housing project or units. Management involves the assignment and rental of units, rent collection and other fiscal operations, and overall supervision. However, rental charges for military personnel are normally represented by checkages made against pay accounts.
Certain housing records are subject to the provisions of other General Records Schedules. Supply and fiscal files are covered by General Records Schedules 3 and 6. Schedules 1, 2, 8, and 10 may also be involved. Many records of agent cashiers serving as housing rental managers are similar to those of other Federal accountable officers and are disposable under General Records Schedule 6.
A new item has been added to this schedule to authorize the destruction of electronic mail and word processing records maintained by agencies in addition to the copy in the recordkeeping system. This item covers electronic copies of electronic mail and word processing records created and used solely to produce the recordkeeping copy, and electronic copies of electronic mail and word processing records that are needed in addition to the recordkeeping copy for dissemination, revision, or updating.
1. Housing General Correspondence Files.
Correspondence files pertaining to the maintenance and management of housing projects.
Destroy when 2 years old.
2. Housing Maintenance and Repair Files.
Maintenance and repair records for individual units.
a. Summary card or ledger record.3. Housing Management Files.Destroy 3 fiscal years following close of fiscal year in which unit is closed to tenancy or leaves agency control.
b. Work orders, requisitions, and related papers involved in repair and maintenance work.
Destroy 3 fiscal years following close of fiscal year in which work is done.
Reports pertaining to housing management, including expenditure, survey, collection, and other statistical and narrative data.
Destroy when 2 years old.
4. Housing Lease Files.
Copies of leases, renewals, termination notices, and related documents.
Destroy 3 fiscal years following close of fiscal year in which (a) lease termination, lapse, or cancellation occurs or (b) litigation is concluded, whichever is later.
5. Housing Assignment and Vacancy Card Files.
a. Individual tenant cards.6. Housing Inventory Files.Destroy when tenant vacates unit.
b. Individual housing unit cards.
Destroy 3 fiscal years after close of fiscal year in which unit is closed to tenancy or leaves agency control.
Furnishing inventory files, pertaining to items included in furnished units.
Destroy 3 fiscal years after close of fiscal year in which inventory is superseded.
7. Housing Application Files (other than copies in lease files).
a. Rejected application files.8. Electronic Mail and Word Processing System Copies.Destroy 1 year from date of rejection.
b. All others.
Destroy when 2 years old.
Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in this schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.
a. Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy.Destroy/delete within 180 days after the recordkeeping copy has been produced.
b. Copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy.
Destroy/delete when dissemination, revision, or updating is completed.
