HA RECORDS MANAGEMENT POLICY
1.0PUBLIC RECORDS MAINTAINED BY THE HA. A public record is a document, paper, letter, pamphlet, book, map, chart, blueprint, drawing, photograph, film, sound recording, magnetic or other tape or software used to process electronic data, punched cards, computer printout and any other audio or video storage that is made, received or kept in the performance of the HA’s duty, paid for with public funds and had not been declared confidential. (NRS 239.010; NAC 239.091 and NAC 239.101)
1.1CONFIDENTIAL RECORDS MAINTAINED BY HA DEPARTMENTS. The confidential records maintained by the HA departments are as follows:
1.1.1Personnel Files. These files are maintained by the Human Resources Department and include, but are not necessarily limited to, the following confidential matters:
1.1.1.1Employee Medical Histories;
1.1.1.2Employee Performance Evaluations;
1.1.1.3Employee Disciplinary Actions.
1.1.2Applicant/Tenant Files.
1.1.2.1These files are maintained by the Admissions and Operations Department respectively and include, but are not necessarily limited to, the following confidential matters:
1.1.2.1.1Applicant/Tenant criminal histories;
1.1.2.1.2Applicant/Tenant identification reference (i.e. social security numbers);
1.1.2.1.3Applicant/Tenant financial information;
1.1.2.1.4Applicant/Tenant residence address.
1.1.2.2With regard to Applicants who do not receive housing assistance, the application file must be retained for one (1) year from the date the Applicant refuses or is denied housing assistance – unless the Applicant’s file is the subject of investigation or dispute. In such instance, the Applicant file must be retained one (1) year from the date the dispute is officially closed.
1.1.2.3With regard to Tenant files, such files must be permanently retained by theHA.
1.2PUBLIC RECORDS MAINTAINED BY THE HA IN THE NORMAL COURSE OF BUSINESS.
1.2.1The following is a general list of records generated and maintained by the HA, in the normal course of business.
1.2.1.1Unit Work Order Histories.
1.2.1.2Financial Records of Public Funds Expenditures. Permanent record of the HA.
1.2.1.3Fixed Asset Inventories. Retain for a period of three (3) years from the date the asset and/or equipment is disposed of.
1.2.1.4Admissions Waiting Lists. Waiting Lists shall be retained for a period of five (5) years from the date they are generated.
1.2.1.5Procurement Contracts and Competitive Solicitations. Permanent record of the HA.
1.2.1.6Purchase Orders. Unless the purchase order issued was tied to a contract, purchase orders shall be retained for a period of six (6) years from the date the purchase order was issued.
1.2.1.7Modernization, Development and Property Acquisition. Permanent record of the HA.
HOUSING AUTHORITY OF THE ______(______)
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(Sample Document Revised February, 2010—Work Product of Mike Gifford, 702/236-0275)