Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Community Affairs, Department of   [ Total entries: 118 ]


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

Vital Record:  FALSE


0428-0020 | Affordable Housing Federal Compliance Reports

Description: 

Retention:  Retain for length of loan plus 3 years

Vital Record:  FALSE


0428-0019 | Affordable Housing Projects Master Files

Description: 

Retention:  Retain for 35 years after close

Vital Record:  FALSE


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

Description: 

Retention:  Length of loan plus 5 years

Vital Record:  FALSE


0428-0023 | AmeriCorps Program Records

Description: 

Retention:  7 years after submission of final expenditure report

Vital Record:  FALSE


0428-0010 | Annexation Reports

Description: 

Retention:  Permanent

Vital Record:  FALSE


0428-0026A and 0428-0026B | ARC Revolving Loan Fund Program

Description:  The ARC Revolving Loan Fund (RLF) is a $3 million pool that can be used in the Appalachian Region for loans to projects that create or save jobs and that promote industrial locations or expansions; encourage downtown development; complement local development strategies; or satisfy other public purposes. Funds for the Revolving Loan Program were granted to DCA by the Appalachian
Regional Commission (ARC) for use in Georgia's 37 county ARC region. DCA administers the RLF, but loans are made through local development authorities.

Retention:  (0428-0026A) Final Program Narrative Summary Report: Permanent; (0428-0026B) All other records: 5 years after submission of final project report, or payout of the grant.

Vital Record:  FALSE

Updated:  October 20, 2022


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

Vital Record:  FALSE


1999-0005 | Background Investigation Files

Description:  Consent forms and resulting background investigation reports

Retention:  3 years

Vital Record:  FALSE


1998-0013 | Bond Administration Files

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

Retention:  40 years

Vital Record:  FALSE


0428-0012 | Bond Allocation Program

Description: 

Retention:  Retain for life of bond plus 5 years

Vital Record:  FALSE


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

Vital Record:  FALSE


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

Vital Record:  FALSE


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

Vital Record:  FALSE


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

Vital Record:  FALSE


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

Vital Record:  FALSE


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

Vital Record:  FALSE


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

Vital Record:  FALSE


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

Vital Record:  FALSE


1980-0232 | Commissioner’s Subject Files

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

Retention:  Permanent

Vital Record:  FALSE


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.

Vital Record:  FALSE

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

Vital Record:  FALSE


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.

Vital Record:  FALSE


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

Vital Record:  FALSE


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

Vital Record:  FALSE


0428-0067 | Construction Codes and Industrialized Buildings Meeting Minutes

Description:  Meeting minutes and related documents created by and for the State Advisory Committee on construction codes and the Industrialized Buildings Advisory Committee.

Retention:  Permanent

Vital Record:  FALSE


0428-0066 | Construction Codes and Industrialized Buildings Reference Files

Description:  Reference documents used in the administration of establishment and review of construction codes, and administration and enforcement of building standards for factory-built housing.

Retention:  Retain for useful life

Vital Record:  FALSE


0428-0062 | Debt Issuance Report

Description:  Reports submitted to DCA by local government entities upon issuance of financial obligations exceeding $1 million.

Retention:  5 years

Vital Record:  FALSE


0428-0044 | Downtown Development Administrative and Training Files

Description:  The Office of Downtown Development coordinates the Georgia Main Street and Better Hometown programs. These programs assist Georgia cities and neighborhoods in the development of their core commercial areas. These records document program administration and training.

Retention:  6 years from the end of the fiscal year in which documents are received or created

Vital Record:  FALSE


0428-0045 | Downtown Development Design Assistance Materials

Description:  The Office of Downtown Development coordinates the Georgia Main Street and Better Hometown programs. These programs assist Georgia cities and neighborhoods in the development of their core commercial areas. These records document proposed changes and actual property improvements in participating communities.

Retention:  Permanent

Vital Record:  FALSE


0428-0042 | Downtown Development Program Assessment Files

Description:  The Office of Downtown Development coordinates the Georgia Main Street and Better Hometown programs. These programs assist Georgia cities and neighborhoods in the development of their core commercial areas. These records document the program assessment process.

Retention:  7 years from the end of the fiscal year in which documents are received or created

Vital Record:  FALSE


0428-0043 | Downtown Development Research and Best Practices Files

Description:  The Office of Downtown Development coordinates the Georgia Main Street and Better Hometown programs. These programs assist Georgia cities and neighborhoods in the development of their core commercial areas. These records document the research and best practices process.

Retention:  10 years from the end of the fiscal year in which documents are received or created.

Vital Record:  FALSE


0428-0047A and 0428-0047B | Downtown Development Revolving Loan Fund

Description:  The purpose of the Downtown Development Revolving Loan Fund (DD RLF] is to assist cities, counties and development authorities in their efforts to revitalize and enhance downtown areas by providing below-market rate financing to fund capital projects in core historic downtown areas and adjacent historic neighborhoods where DD RLF will spur commercial redevelopment.

Retention:  (0428-0047A) Final Program Narrative Summary Report: Permanent; (0428-0047B) All other records: 5 years after submission of final project report, or payout of the grant.

Vital Record:  FALSE

Updated:  October 20, 2022


1997-0004 | Emergency Shelter Grants Program (ESGP) Files

Description:  Subsidies to organizations operating shelter facilities for the homeless.

Retention:  4 years

Legal Citation:  24 CFR 576.87

Vital Record:  FALSE


0428-0039A and 0428-0039B | Empowerment Zone and Renewal Community Program

Description:  Documents relating to the Empowerment Zone program.

Retention:  (0428-0039A) Final Program Narrative Summary Report: Permanent; (0428-0039B) All other records: 5 years after submission of final project report, or payout of the grant.

Legal Citation:  7 CFR 25.606

Vital Record:  FALSE

Updated:  October 20, 2022


1984-0036A | Existing Housing Program-Ineligible Applicant Files

Description:  Documents relating to ineligible applicants

Retention:  3 years

Vital Record:  FALSE


0428-0017 | FDIC Compliance Reports

Description: 

Retention:  2 years after end of affordability period

Vital Record:  FALSE


0428-0061 | Fiscal Notes Issued

Description:  Opinions written by DCA at the request of a state legislator. These opinions offer an analysis of the impact of proposed legislation.

Retention:  Permanent

Vital Record:  FALSE


0428-0072 | Georgia Commission for Service and Volunteerism (GCSV) Program Files

Description:  The GCSV administers grants from the Corporation for National and Community Service designed to support local volunteer efforts in the state. Grants administered include Learn & Serve America, AmeriCorps VISTA, Hands on Georgia, and the Georgia State Challenge Grant. Records consist of a grant package that includes a program application, compliance and monitoring reports, drawdowns, and correspondence

Retention:  Retain 7 years after submission of final expenditure report.

Legal Citation:  45 CFR 2541.420

Vital Record:  FALSE


0428-0033A, B, and C | Georgia Dream Single Family Development Program-Selected Applications

Description:  The Georgia Dream program was created to make homeownership possible for eligible low and moderate income Georgians by providing affordable financing options, down payment assistance, and homebuyer education. The record series consists of applications (funded and not funded), all general programmatic material including the program description, project loan application materials, project loan underwriting documents, project conditional commitments, and subsidy draw requests.

Description: (0428-0033A) Final Program Narrative Summary Report: Permanent; (0428-0033B): Applications Not Funded: 5 years from end of calendar year in which application was submitted; (0428-0033C): All other records: 5 years after end of calendar year of project completion date or 5 years from termination of affordability period.

Retention:  See description.

Vital Record:  FALSE

Updated:  October 25, 2023


1989-0069 | Georgia Energy Fund Program Files

Description:  Documents relating to providing Georgia Energy Fund loans or combination loan/grants to housing owners for energy conservation improvements

Retention:  9 years

Vital Record:  FALSE


0428-0011 | Georgia HAP Administrators QC Reviews

Description: 

Retention:  3 years after termination of HAP subcontract

Legal Citation:  CFR 24.85.42

Vital Record:  FALSE


0428-0046 | Georgia Initiative for Community Housing (GICH)

Description:  GICH offers communities a three year program of collaboration and technical assistance relating to housing and community development. The objective of GICH is to help communities create and launch a locally based plan to meet their housing needs.

Retention:  5 years from the end of the fiscal year in which the participant completes the 3 year program

Vital Record:  FALSE


1985-0044 | Georgia National Register Review Board Files

Description:  Documents relating to the legal establishment, organization, and operation of the Georgia National Register Review Board.

Retention:  Permanent

Vital Record:  FALSE


1997-0040 | Governor’s Emergency Fund Program Files

Description:  Disbursement of funds to local governments and other eligible recipients.

Retention:  10 years

Vital Record:  FALSE


0428-0041 | HCV Homeownership Program

Description:  Documents relating to the Housing Choice Voucher (HCV) for Homeownership Program

Retention:  3 years from the end of the calendar year that client no longer participates in the program

Legal Citation:  24 CFR 982.158(e)

Vital Record:  FALSE


0428-0056 | Healthy Marriage Initiative

Description:  The Office of Special Housing Initiatives provides eligible applicants with funds to promote marriage as a viable option for low and moderate income Georgians through improved perceptions, attitudes, and skills for developing a healthy marriage. This schedule documents the records assocated with that funding.

Retention:  Retain for 6 years after the end of the calendar year in which the final expenditure report was submitted.

Vital Record:  FALSE


1978-0090 | Historic Preservation Contracts

Description:  Contracts between the historic preservation section and individuals or agencies to provide services.

Retention:  5 years after expiration of contract

Vital Record:  FALSE


1989-0043 | Historic Preservation Federal Tax Incentives Administrative Files (Tax Program Files)

Description:  Documents relating to the adminstration of the tax review program.

Retention:  Permanent

Vital Record:  FALSE


1989-0042 | Historic Preservation Federal Tax Incentives Case Files (Tax Program Files)

Description:  Documents relating to the eligibility evaluation of properties being considered for federal historic preservation tax incentives.

Retention:  Permanent

Vital Record:  FALSE


1978-0091-02 | Historic Preservation Grants

Description:  Documents relating to grants awarded to groups or individuals for the restoration of structures listed on the National Register of Historic Places.

Retention:  Funded Grants: Permanent. Grants not Funded: 2 years

Vital Record:  FALSE


1987-0056 | Historic Preservation Section Chief’s Administrative Subject Files

Description:  Records documenting the administration of the Historic Preservation Section.

Retention:  Permanent

Vital Record:  FALSE


1978-0220 | Historical Societies Activities Files

Description:  Records documenting the coordination of historical society activities.

Retention:  Permanent

Vital Record:  FALSE


0428-0006 | HOME Access Program

Description: 

Retention:  Retain until Nov 15, 2014

Vital Record:  FALSE


0428-0007 | HOME Again Program

Description: 

Retention:  7 years

Vital Record:  FALSE


0428-0003 | Home Buyer Education Agreements

Description: 

Retention:  3 years

Vital Record:  FALSE


0428-0001 | Home Equity Conversion Mortgages (HECM)

Description: 

Retention:  40 years

Vital Record:  FALSE


0428-0040 | HOME Program - General Files

Description:  Documents tracking fund allocation and disbursement for the HOME Investment Partnership program (HOME)

Retention:  7 years from the start of the fiscal year in which funds were received by DCA

Legal Citation:  24 CFR 92.508(c)

Vital Record:  FALSE


0428-0078A and 0428-0078B | Homesafe Hardest Hit Fund (HHF) Program Files

Description:  Homesafe Georgia was a federally funded, state operated program that provided temporary mortgage payment assistance to struggling homeowners who were at risk of losing their homes due to unemployment or underemployment. This series was created to document the administration of all federal funding allocated by the U.S. Department of the Treasury to the State of Georgia from the Hardest Hit Fund initiative. Document types include applications, supporting eligibility data required by Treasury, recorded notes and deeds, accounting ledgers, final reports, and correspondences.

Retention:  (0428-0078A) Final Program Narrative Summary Report: Permanent; (0428-0078B) All other records: 5 years from the end of the calendar year of the project completion date or 5 years after submission of final project report, whichever is longer.

Vital Record:  TRUE

Updated:  October 25, 2023


0428-0004 | Housing Counseling Agreements

Description: 

Retention:  4 years

Vital Record:  FALSE


1998-0009 | Housing Opportunities for Persons with AIDS (HOPWA) Program Files

Description:  The Office of the State Housing Trust Fund is responsible for assisting the homeless and other Georgians with special needs.

Retention:  4 years

Vital Record:  FALSE


1997-0013 | Housing Quality Standards Inspections Files

Description:  Section Eight (8) rent subsidies on behalf of low income families and individuals.

Retention:  3 years

Vital Record:  FALSE


1978-0221 | Information and Awareness Subject Files

Description:  Records documenting educational programs about the National Register conducted by the Historic Preservation Section.

Retention:  Permanent

Vital Record:  FALSE


1998-0047 | Insurance Policy Declarations

Description:  Insurance coverage for the Department of Community Affairs.

Retention:  50 years

Vital Record:  FALSE


1998-0048 | Insurance Policy Files

Description:  Standard insurance policies issued by the Department of Administrative Services (DOAS) for DCA.

Retention:  6 years

Vital Record:  FALSE


1998-0008 | Internal Revenue Service (IRS) 1099-MISC Forms

Description:  Financial payments in rents, services, prizes and awards, other income payments to non-employees of DCA, and Rental Assistance/Section 8 landlords.

Retention:  7 years

Legal Citation:  26 CFR 301.6511(d)

Vital Record:  FALSE


1985-0026 | Journal Entries Files

Description:  Posting on all the financial transactions for the Authority

Retention:  10 years

Vital Record:  FALSE


0428-0065 | Keep Georgia Beautiful Program Files

Description:  Records related to the Keep Georgia Beautiful program.

Retention:  10 years

Vital Record:  FALSE


1974-0034 | Latin American and Canadian Affairs Unit Subject Files

Description:  Documents relating to over-all administration of the Latin American and Canadian Unit and its work in developing economic contacts with Latin American and Canadian businesses

Retention:  1 year

Vital Record:  FALSE


1974-0035 | Latin American Trade Mission Program Files

Description:  Documents relating to the planning and conduct of trade missions to Latin America

Retention:  3 years

Vital Record:  FALSE


0428-0018 | LIHTC Records of Non-compliance (8823s)

Description: 

Retention:  Retain for 6 years after close

Vital Record:  FALSE


0428-0021 | LIHTC/HOME Working Files

Description: 

Retention:  4 years

Vital Record:  FALSE


2001-0003 | Loans for Industry Program Files

Description:  Rejected applicants and associated paperwork

Retention:  5 years

Vital Record:  FALSE


1997-0042 | Local Assistance Grant Program Files

Description:  Grants and other disbursements of funds for community improvement activities of local governments in Georgia.

Retention:  10 years

Vital Record:  FALSE


0428-0077A and 0428-0077B | Local Development Fund Grant Files

Description:  The Department of Community Affairs (DCA) is authorized by O.C.G.A. 50-8-8 to allocate grants and other disbursements of funds for community improvement activities of local governments in Georgia. The Local Development Fund provides state matching funds for local government activities such as downtown development projects, public parking facilities, historic preservation projects, tourism and related marketing activities, recreating improvements, community facilities, limited solid waste activities, activities implementing approved comprehensive plans and historic preservation improvements to historic public buildings such as courthouses and city halls.

Retention:  (0428-0077A) Final Program Narrative Summary Report: Permanent; (0428-0077B) All other records: 5 years after submission of final project report, or payout of the grant.

Vital Record:  FALSE

Updated:  October 20, 2022


1997-0015 | Local Government Surveys

Description:  Completed survey forms

Retention:  5 years for finance surveys; 3 years for all other surveys

Vital Record:  FALSE


1997-0020 | Low Income Housing Tax Credit Compliance Reports

Description:  Federal income tax credit to building owners who acquire or develop and own qualified low-income rental housing.

Retention:  4 years

Vital Record:  FALSE


1998-0054 | Mortgage Accounting Journals

Description:  State Home Mortgage, Georgia Housing and Finance Authority (GHFA) operations.

Retention:  Copies 2 years; Microfilm 8 years

Vital Record:  FALSE


0428-0002 | Mortgage Deposit Tickets

Description: 

Retention:  5 years

Vital Record:  FALSE


1998-0005 | Mortgage Escrow Analysis Statements

Description:  Copies of mortgage escrow analysis statements, which are mailed to each State Home Mortgage borrower

Retention:  7 years

Vital Record:  FALSE


1998-0004 | Mortgage Interest Statements (IRS Form 1098)

Description:  Copies of mortgage interest statements (IRS Form 1098) which are mailed to each mortgagee serviced by State Home Mortgage

Retention:  7 years

Vital Record:  FALSE


0428-0079 | Mortgage Servicer Ledgers Reports

Description:  This series documents Mortgage Servicer Ledgers Reports per Servicer. Documents consist of GHFA Form 302, 305, 304, trail balance, cut-off transaction journal, remittance summary, single debit reconciliation, trustee cash receipts, posting journals, month end reports, loans added, loans deleted, loans delinquent, loans paid-in-full, prepaid report, curtailment report, and monthly mortgage statement for each series.

Retention:  5 years

Vital Record:  FALSE

Updated:  October 25, 2023


0428-0060 | New Government Certification

Description:  Certifications forms submitted to DCA two years after the creation of a municipal corporation stating whether or not the municipal corporation meets the standards for an active municipality.

Retention:  5 years

Vital Record:  FALSE


0428-0073A and 0428-0073B | OneGeorgia Authority Program Files

Description:  Documents the programs of the OneGeorgia Authority which utilizes one third of the state's tobacco settlement to assist the state's most economically challenged areas. $1.6 billion is anticipated to be available over the 25 year term of the settlement. OneGeorgia's investments are targeted towards Georgia's rural communities. Programs include the AirGeorgia (Airport Initiative in Rural Georgia) Fund, the BRIDGE (Broadband Rural Initiative to Develop Georgia's Economy) Fund, the EDGE (Economic Development Growth and Expansion) Fund, the ESB (Entrepreneur and Small Business Development Loan Guarantee) Fund, the Equity Fund, and the Strategic Industries Loan Fund. Records consist of the application, grant award, Recommendation Memo, Grant Adjustment Notice, drawdowns, green sheet, final report, and correspondence.

Retention:  (0428-0073A) Final Program Narrative Summary Report: Permanent; (0428-0073B) All other records: 5 years after submission of final project report, or payout of the

Vital Record:  FALSE

Updated:  October 20, 2022


0428-0076A and 0428-0076B | Opportunity Zones and Rural Zones Tax Credit

Description:  State Opportunity Zones are tax credit incentives for local governmental which undertake redevelopment and revitalization efforts in certain older commercial and industrial areas. The Rural Zones Tax Credit are tax credits for qualified activities within designated Rural Zones; DCA, in partnership with the Georgia Department of Economic Development, receives applications and designate zones each year to provide an incentive for job creation and private investment.

Retention:  (0428-0076A) Final Program Narrative Summary Report: Permanent; (0428-0076B) All other records: 5 years after submission of final project report, or payout of the grant.

Vital Record:  FALSE

Updated:  October 20, 2022


0428-0036 | Permanent Supportive Housing Program-Non Selected Applications

Description:  Applications not funded

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

Vital Record:  FALSE


0428-0035 | Permanent Supportive Housing Program-Selected Applications

Description:  Applications funded

Retention:  5 years from the end of the calendar year of the project completion date

Vital Record:  FALSE


0428-0068 | Quality Growth Grant Program

Description:  The purpose of the Quality Growth Grant Program was to provide eligible recipients with state financial assistance for the implementation of quality growth initiatives that were outside the typical scope of other grant or loan sources. This program was discontinued in 2004.

Retention:  10 years

Vital Record:  FALSE


1999-0020 | Regional Commission Comprehensive Annual Financial Reports

Description:  DCA contract annually with the twelve regional commissions in the state to carry out various activities related to implementing the Georgia Planning Act

Retention:  8 years

Vital Record:  FALSE


1999-0019 | Regional Commission Contract Files

Description:  DCA contracts annually with the twelve regional commissions in the state for carrying out various activities related to implementing the Georgia Planning Act.

Retention:  6 years

Vital Record:  FALSE


0428-0058 | Regional Commission GHFA Housing Contracts

Description:  The Office of Special Housing Initiatives provdes regional commissions with funding to implement planning and educationl activities to assist local communities in addressing affordable housing needs. This schedule documents the records associated with that funding process.

Retention:  Retain for 5 years from the end of the state fiscal year in which the activity was funded.

Vital Record:  FALSE


0428-0015 | Rejected Affordable Housing Applications

Description: 

Retention:  6 years

Vital Record:  FALSE


1984-0037A | Rental Assistance Claim Files

Description:  Maintaining information on claims filed against GRFA by Iandlords for damage to housing or for income loss because of a GRFA-sponsored tenant.

Retention:  7 years

Vital Record:  FALSE


0428-0038 | Rental Assistance Fraud Files

Description:  Documents fraud investigations of Section Eight (8) Existing Housing Assistance Program participants by Rental Assistance Compliance Officers

Retention:  4 years

Legal Citation:  O.C.G.A. 17-3-1(c)

Vital Record:  FALSE


1997-0014 | Rental Assistance Informal Hearing Files

Description:  Federal Section Eight (8) Existing Housing Assistance Program for low income families.

Retention:  3 years

Vital Record:  FALSE


0428-0074A and 0428-0074B | Rental Assistance Participant

Description:  This series documents the administration of the Housing Choice Voucher Program (formerly known as Section Eight), which provides rent subsidies on behalf of very low-income families and individuals to participating landlords who agree to maintain their rental properties to the required Housing Quality Standards. Record types include applications, supporting eligibility data required by HUD; verification release, citizenship affidavit, medical and child support expenses; copies of rules, regulations, procedures, and other information concerning program participation; inspection forms or booklets; rent reasonableness test appraisal; copies of lease agreements; copies of Housing Assistance Payment Contracts.

Retention:  (0428-0074A) Annual Renewals: 4 years (0428-0074B); All other records: 3 years after tenant leaves program.

Vital Record:  FALSE

Updated:  April 27, 2021


1997-0011 | Rental Assistance Probability Files

Description:  Section Eight (8) program participants requests to transfer to another jurisdiction.

Retention:  3 years

Vital Record:  FALSE


1984-0103 | Rental Assistance Program Financial and Management Computer Reports

Description:  All financial records of rental assistance that are on printouts

Retention:  6 years

Vital Record:  FALSE


1997-0012 | Rental Assistance Promissory Notes

Description:  Section Eight (8) financial debt repayment by program participants.

Retention:  3 years

Vital Record:  FALSE


1998-0010 | Rental Rehabilitation Program Satisfied Loans

Description:  Loans granted to owners of substandard rental property for the rehabilitation of their rental property.

Retention:  3 years

Vital Record:  FALSE


0428-0063 | Report of Registered Authority Finances

Description:  Report of finances submitted to DCA by local government authorities each fiscal year.

Retention:  8 years

Vital Record:  FALSE


1978-0213A | Review and Compliance Unit Project Files

Description:  Documents relating to the evaluation of all federally funded, licensed or sponsored projects that affect cultural resources.

Retention:  Permanent

Vital Record:  FALSE


0428-0048 | Rural Housing Development Fund Program - Selected Unfunded

Description:  The RRHDF program provides locans for the development of up to ten units of affordable rent housing. This schedule documents those applications that were selected for inclusion in the program, but were un-funded.

Retention:  5 years from the end of the calendar year in which the application was received

Legal Citation:  24 CFR 92.508(c)

Vital Record:  FALSE


0428-0008 | Rural Rental Housing Development Fund - No Project Application Received

Description: 

Retention:  5 years

Vital Record:  FALSE


0428-0009 | Rural Rental Housing Development Fund - Selected Loan Applications

Description: 

Retention:  24 years

Vital Record:  FALSE


0428-0005 | Rural Rental Housing Development Fund - Unselected RFQ Responses

Description: 

Retention:  5 years

Vital Record:  FALSE


0428-0051 | Service Delivery Strategies

Description:  The purpose of the Service Delivery Strategy is to provide a flexible framework for local governments and authorities to agree on service delivery agreementts; to minimize any duplication of competition between those providing services; and to provide a method of resolving disputes among service providers regarding service delivery, funding equality, and land use.

Retention:  10 years

Vital Record:  FALSE


0428-0080 | Single Family Mortgage Files

Description:  The Single Family Mortgages are low interest first mortgage loans and down payment assistance loans to low and moderate income home buyers. This series documents the administration relating to the review, approval, funding, pay off, and management of Single Family Program loans. Records included in this series include original mortgage notes, deeds, transfer and assignments, title policies, mortgage insurance documents, surveys, copies of appraisals, credit reports, employment and deposit verifications, loan applications, originals of GHFA forms required to prove eligibility, Seller/Servicer Agreement, Application to Participate, Notification on Sale of Bonds, "Letter of Agreement of Custodial Account, Transfer of Funds, Modification Agreement to Accept Stipulations, Mortgage Origination and Purchase Agreement and the Loan Seller Agreement, Funds Availability Notices and other official notices, contract amendments, and related correspondences.

Retention:  40 years

Vital Record:  FALSE

Updated:  October 25, 2023


0428-0059 | Solid Waste Planning Files

Description:  Records related to Solid Waste Management Plans and Solid Waste Management Plan Short Term Work Program Updates, submitted by local governments every ten and five years, respectively.

Retention:  Permanent

Legal Citation:  OCGA 12-8-20

Vital Record:  FALSE


0428-0075A and 0428-0075B | SSCBI and GARJA

Description:  Documents relating to the State Small Business Credit Initiative (SSBCI) and the Georgia Agribusiness and Rural Jobs Act (GARJA). SSBCI was a federal program that ended on 2017, see notes. The GARJA program was approved by the Georgia General Assembly during the 2017 legislative session; it provides for the establishment of rural funds which will raise capital to be made available to Georgia small businesses in exchange for receipt of tax credits which can be utilized by affiliates and allocatees.

Retention:  (0428-0075A) Final Program Narrative Summary Report: Permanent; (0428-0075B) All other records: 5 years after submission of final project report, or payout of the grant.

Vital Record:  TRUE

Updated:  October 20, 2022


0428-0025 | State Home Mortgage Foreclosed Loans

Description:  Documents related to foreclosed loans.

Retention:  7 years after the end of the calendar year in which the loan is foreclosed

Vital Record:  FALSE


1998-0012-02 | State Home Mortgage Paid-Off Loan Files

Description:  State Home Mortgage, Georgia Housing and Finance Authority (GHFA) in-house loan servicing.

Retention:  Life of mortgage plus 4 years

Vital Record:  FALSE


0428-0013 | State Home Mortgage Paid-Off Loans

Description: 

Retention:  7 years

Vital Record:  FALSE


0428-0024A and 0428-0024B | State-Funded Economic Development Programs Records

Description:  Documents the programs of the Office of Economic Development which provide state funded grants and tax credits to local governments, development authorities,
regional development centers, and businesses. These programs include the Regional Assistance Program (RAP), Regional Economic Assistance Projects program (REAP), Regional Economic Business Assistance program (REBA), and the Georgia Job Tax Credit Program.

Retention:  (0428-0024A) Final Program Narrative Summary Report: Permanent; (0428-0024B) All other records: 5 years after submission of final project report, or payout of the grant.

Vital Record:  FALSE

Updated:  October 20, 2022


0428-0022 | Tax Credit Allocations

Description: 

Retention:  35 years

Vital Record:  FALSE


1973-0577 | Tourism Prospects Files

Description:  Documents relating to tourist attractions, consultants, and travel investment prospects

Retention:  1 year

Vital Record:  FALSE


1973-0576 | Tourism Research Information Files

Description:  Documents relating to tourist attractions and tourism generally

Retention:  5 years

Vital Record:  FALSE


0428-0064 | Water Resources Program Files

Description:  Records related to the DCA Water Resources program.

Retention:  10 years

Vital Record:  FALSE


Georgia Archives, 5800 Jonesboro Road, Morrow, GA  30260
www.georgiaarchives.org