2013-075F - Laserfiche WebLink

Home Browse Search

Pit A RUt COpy CERTIFICATION ON LAST PAGE J . R. SMITH, CLERK (ii) The recipient must retain documentation of monitoring subrecipients, including any monitoring findings and corrective actions required. (iii) The recipient and its subrecipients must retain copies of all procurement contracts and documentation of compliance with the procurement requirements in 24 CFR 85 .36 and 24 CFR part 84. ( 17) Other records specified by HUD. The recipient and subrecipients must keep other records specified by HUD. (b) Confidentiality. In addition to meeting the specific confidentiality and security requirements for HMIS data, the recipient and its subrecipients must develop and implement written procedures to ensure: ( 1 ) All records containing protected identifying information of any individual or family who applies for and/or receives Continuum of Care . assistance will be kept secure and confidential ; (2) The address or location of any family violence project assisted with Continuum of Care funds will not be made public, except with written authorization of the person responsible for the operation of the project; and (3 ) The address or location of any housing of a program participant will not be made public, except as provided under a preexisting privacy policy of the recipient or subrecipient and consistent with State and local laws regarding privacy and obligations of confidentiality ; (c) Period of record retention. All records pertaining to Continuum of Care funds must be retained for the greater of 5 years or the period specified below. Copies made by microfilming, photocopying, or similar methods may be substituted for the original records. ( 1 ) Documentation of each program participant's qualification as a family or individual at risk of homelessness or as a homeless family or individual and other program participant records must be retained for 5 years after the expenditure of-ill funds from the grant under which the program participant was served ; and (2) Where Continuum of Care funds are used for the acquisition, new, construction, or rehabilitation of a project site, records must be retained until 15 years after the date that the project site is first occupied, or used, by program participants. (d) Access to records. ( 1 ) Federal Government rights. Notwithstanding the confidentiality procedures established under paragraph (b) of this section, HUD, the HUD Office of the Inspector General, and the Comptroller General of the United States, or any of their authorized representatives, must have the right of access to all books, documents, papers, or other records of the recipient 11 and its subrecipients that are pertinent to the Continuum of Care grant, in order to make audits, examinations, excerpts, and transcripts . These rights of access are not limited to the required retention period, but last as long as the records are retained. (2) Public rights. The recipient must provide citizens, public agencies, and other interested parties with reasonable access to records regarding any uses of Continuum of Care funds the recipient received during the preceding 5 years, consistent with State and local laws regarding privacy and obligations of confidentiality and confidentiality requirements in this part. (e) Reports. In addition to the reporting requirements in 24 CFR parts 84 and 85 , the recipient must collect and report data on its use of Continuum of Care funds in an Annual Performance Report (APR), as well as in any additional reports as and when required by HUD. Projects receiving grant funds only for acquisition rehabilitation, or new construction must submit APRs for 15 years from the date of initial occupancy or the date of initial service provision, unless HUD provides an exception under §578 .81 (e) . § 578. 105 Grant and project changes.