A removed applicant's file is kept three years, an admitted applicant's application is kept for the tenancy plus three years, and both must be securely disposed of

mfh.recordkeeping.applicant_file_retention_and_secure_disposal · v1.0.0

The owner must retain current applications for as long as their status on the waiting list is active. Once an applicant is taken off the waiting list, the owner must retain for three years the application, the form HUD-92006 the applicant completed, the initial rejection notice, the applicant's reply, a copy of the owner's final response, and all documentation supporting the reason for removal from the list. When an applicant moves in and begins receiving assistance, the application and the applicant's form HUD-92006 must be kept in the tenant file for the duration of the tenancy and for three years after the tenant leaves the property. All files must be kept secure so that personal information remains confidential; the applicant's or tenant's file should be available for review by that person on request, or by a third party with signed authorisation, subject to the additional disclosure requirements that attach to EIV income data. The owner must dispose of applicant and tenant files and records in a manner that prevents unauthorised access to personal information -- burning, pulverising or shredding.

Confidence

high

Effective from

2013-11-27

Last reviewed

2026-09-01