9-14 Retention of EIV Reports

• A. Owners must retain:

  1. The Income Report, the Summary Report(s) showing Identity Verification Status as “Verified” and the Income Discrepancy Report(s) and supporting documentation must be retained in the tenant file for the term of tenancy plus three years.

  2. Any tenant provided documentation, or other third party verification of income, received to supplement the SSA or NDNH data must be retained in the tenant file for the term of tenancy plus three years.

  3. Results of the Existing Tenant Search must be retained with the application:

     • (a) If applicant is not admitted, the application and search results must be retained for three years.

     • (b) If applicant is admitted, the application and search results must be retained in the tenant file for the term of tenancy plus three years.

  4. The master files for the New Hires Report, Identity Verification Reports, Multiple Subsidy Report and Deceased Tenants Report must be retained for three years.

See Exhibit 9-5, Use of EIV Reports.

• B. Once the retention period has expired, owners must dispose of the data in a manner that will prevent any unauthorized access to personal information, e.g., burn, pulverize, shred, etc.