Section 1.409 - Records Retention(a) For this section, the word Subrecipient also includes Multifamily Development Owners who have Direct Loan or HOME-ARP Funds or grants, or 811 PRA assistance. The Department requires Subrecipient organizations, and any entities who perform services and assistance on their behalf, to document client services and assistance. Subrecipient organizations must arrange for the security of all program-related computer files through a remote, online, or managed backup service. Confidential client files must be maintained in a manner to protect the privacy of each client and to maintain the same for future reference. Subrecipient organizations must store physical client files in a secure space in a manner that ensures confidentiality and in accordance with Subrecipient organization policies and procedures. To the extent that it is financially feasible, archived client files should be stored offsite from Subrecipient headquarters, in a secure space in a manner that ensures confidentiality and in accordance with organization policies and procedures. (b) Records of client eligibility must be retained for five years starting from the date the household activity is completed, unless otherwise provided in federal regulations governing the program. (c) Other records must be maintained as described in the Contract or the LURA, and in accordance with federal or state law for the programs described in the Chapters of this title.10 Tex. Admin. Code § 1.409
Adopted by Texas Register, Volume 41, Number 48, November 25, 2016, TexReg 9266, eff. 12/4/2016; Amended by Texas Register, Volume 41, Number 50, December 9, 2016, TexReg 9699, eff. 12/4/2016; Adopted by Texas Register, Volume 45, Number 47, November 20, 2020, TexReg 8311, eff. 11/26/2020; Adopted by Texas Register, Volume 49, Number 38, September 20, 2024, TexReg 7634, eff. 9/26/2024