Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

« New Search

Community Affairs, Department of

Total entries: 111   (Listed alphabetically by title)


1998-0007 | Affordable Housing Disposition Program (AHDP) Compliance Reports

Description:  The sale of residential properties to provide affordable housing opportunities to benefit lower income families.

Retention:  5 years


0428-0020 | Affordable Housing Federal Compliance Reports

Description: 

Retention:  Retain for length of loan plus 3 years


0428-0019 | Affordable Housing Projects Master Files

Description: 

Retention:  Retain for 35 years after close


0428-0016 | Affordable Housing/HOME HTF Projects and Loans

Description: 

Retention:  Length of loan plus 5 years


0428-0023 | AmeriCorps Program Records

Description: 

Retention:  7 years after submission of final expenditure report


0428-0010 | Annexation Reports

Description: 

Retention:  Permanent


0428-0026 | ARC Revolving Loan Fund Program

Description: 

Retention:  10 years after end of the calendar year in which the loan is paid in full


2000-0009 | Authorities Registration Files

Description:  Annual Authorities Registration Form with original signatures, copy of resolutions, certification letters, and other related correspondence

Retention:  20 years


1999-0005 | Background Investigation Files

Description:  Consent forms and resulting background investigation reports

Retention:  3 years


1998-0013 | Bond Administration Files

Description:  Housing Finance Division, administrator of the programs of the Georgia Housing and Finance Authority.

Retention:  40 years


0428-0012 | Bond Allocation Program

Description: 

Retention:  Retain for life of bond plus 5 years


1997-0003 | Cancelled and Rejected Underwriting Packages

Description:  Underwriting documents related to the review and rejection or cancellation of Single Family Program Loans

Retention:  2.5 years


0428-0032 | CHDO Operating Assistance Program-Non Selected Applications

Description:  Applications not funded

Retention:  5 years from the end of the fiscal year in which the application is submitted


0428-0031 | CHDO Operating Assistance Program-Selected Applications

Description:  Applications funded

Retention:  5 years from the end of the fiscal year in which final disbursement is made on the loan


0428-0030 | CHDO Pre-Development Loan Program-Non Selected Applications

Description:  Documents relating to pre-development applications which were not funded

Retention:  5 years from the end of the fiscal year in which the application is submitted


0428-0029 | CHDO Pre-Development Loan Program-Selected Applications Not Resulting in Construction Project

Description:  Documents relating to pre-development loans made which did not result in a construction and permanent loan from DCA

Retention:  5 years from the end of fiscal year of forgiveness of the pre-development loan or full payment of pre-development loan


0428-0028 | CHDO Pre-Development Loan Program-Selected Applications Resulting in Construction Project

Description:  Documents relating to pre-development loans made which resulted in a construction project and permanent loan from DCA

Retention:  5 years from the end of the fiscal year in which the construction loan converts to a permanent loan


0428-0069 | CHIP Non Selected Applications

Description:  Community HOME Investment Program (CHIP) funds are intended the encourage private investments in housing including local lending institutions, private investors, and property owners. This retention schedule documents those projects that were not selected for funding.

Retention:  5 years

Legal Citation:  24 CFR 92.508


0428-0070 | CHIP Selected Applications Not Resulting in a Completed Project

Description:  Community HOME Investment Program (CHIP) funds are intended the encourage private investments in housing including local lending institutions, private investors, and property owners. This retention schedule covers those projects that were selected for funding, but did not result in a completed project.

Retention:  5 years

Legal Citation:  24 CFR 92.508


1980-0232 | Commissioner’s Subject Files

Description:  Documents relating to formulating and administering policies, procedures, and programs

Retention:  Permanent


0428-0049A and 0428-0049B | Community Development Block Grant (CDBG) Projects

Description:  This series documents the administration of the federally funded Community Development Block Grant (CDBG) program, which provides need-based matching grant funds to assist a wide range of eligible activities, including housing improvement projects, public facilities such as water and sewer lines, buildings such as local health centers or head-start centers, and economic development projects, etc. Document types include grant applications, grant notices and adjustment notices, statement of CDBG award, financial reports, drawdown requests, audit reviews, quarterly report review, final report, closeout notice, denial letter, etc.

Retention:  (0428-0049A) Issued grants: 10 years after project closed; (0428-0049B) Denied grants: Use state common schedule 01-011 five years after denial.

Updated:  April 27, 2021


0428-0071 | Community HOME Investment Program (CHIP) Closed Project Files

Description:  Community HOME Investment Program (CHIP) funds are intended to encourage private investments in housing including local lending institutions, private investigators, and property owners. Created by the National Affordable Housing Act of 1990, the Home Investment Partnerships (HOME) Program is the first federally funded block grant designed to address state and local affordable housing concerns. Eligible applicants are limited to local governments, cities, and counties. CHIP funds can only be used for activities which result in the production, acquisition, or rehabilitation of decent, safe, and sanitary housing units which will be occupied by income eligible home buyers, homeowners, or tenants. Documents include the grant application, grant award package, grant adjustment notices, review forms, quarterly reports, CHIP scoring checklist, correspondence, and monitoring review forms including close-out review and documentation.

Retention:  15 years after project completion date

Legal Citation:  24 CFR 92.508


0428-0057 | Community Housing Development Organization (CHDO) Designation and Renewal Applications

Description:  The Office of Special Housing Initiatives provides non-profit agencies with the designation of CHDO, which provide them with the opportunity to apply for HOME funds which are set aside for CHDOs. This schedule documents those applications and associated records.

Retention:  Retain 5 years from the end of the fiscal year in which the application was received.


1974-0007 | Community Planning and Development (701) Program Files

Description:  Processing federal grant applications under the HUD 701 program received from the Area Planning and Development Commissions (APDCs), forwarding them to HUD as a single State package, and then monitoring the performance of the APDCs under the grants.

Retention:  1 year


0428-0054 | Comprehensive Plans

Description:  A comprehensive plan is the result of a community-based planning process that draws on the general public, stakeholders, and experts in order to shape and guide growth and development with the county. Local governments in Georgia are required, by O.C.G.A. 50-8-7.1, to submit a comprehensive plan to the department every ten years.

Retention:  Permanent


↑ Top