General correspondence files
Source version current through Sep 15, 2021
Later State Register activity may affect this section.
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(a)General correspondence shall be filed by subject matter in accordance with the following decimal system [see Appendix S-3 for decimal filing system alphabetical listing]. As a minimum, files will be maintained on the basis of the major categories (1000 series), i.e., administration, personnel, etc. Further refinement of these categories is at the discretion of the authority based on the volume of correspondence handled. Such refinement, however, should be in accordance with the decimal breakdown provided below. Within each subject, correspondence should be arranged chronologically according to date with the most recent date being placed on top.
(b)In the event that the authority's filing system does not include the particular code number designated on incoming correspondence, that correspondence shall be filed under the first code number in use by the authority which encompasses the designated code number. As an example, correspondence having an inactive code number of 1420 would be filed under 1400 if in use by the authority or under 1000-1999 if 1400 was not in use by the authority.
(c)All correspondence initiated by the authority will show coded file number under subject reference.
| File Number | Subject Matter | |
|---|---|---|
| 1000– | 1999 | ADMINISTRATION |
| 1000 | General | |
| 1100 | Local Housing Authority | |
| 1110 | Creation, Memberships, Appointments | |
| 1120 | Resolutions, By-Laws, Powers and Regulations | |
| 1130 | Meetings—Notice of, Minutes of, etc. | |
| 1140 | Historical Records (press clippings, etc.) | |
| 1200 | Office Management | |
| 1210 | Procedures, Organization, Organization Charts | |
| 1220 | Travel | |
| 1300 | Legal | |
| 1400 | Public Relations | |
| 1410 | Relations with Tenants | |
| 1420 | Relations with Municipality | |
| 1430 | Relations with Other Government Agencies | |
| 1440 | Relations with Nongovernment Agencies and Organizations | |
| 1500 | Forms—Creation, Preparation | |
| 1900 | Administrative Reports | |
| 1910 | Management Field Reports | |
| 2000– | 2900* | PLANNING AND DEVELOPMENT |
| 2000 | General | |
| 2100 | Preliminary Studies | |
| 2110 | Housing Studies | |
| 2120 | Site Selection | |
| 2200 | Loan and Subsidy | |
| 2210 | Application for Financial Assistance | |
| 2220 | Commissioner's Findings | |
| 2230 | Loan and Subsidy Contract | |
| 2300 | Planning | |
| 2310 | Apartment Distribution | |
| 2320 | Plans—Submission, Review and Acceptance | |
| 2330 | Zoning | |
| 2340 | Availability of Community Services | |
| 2400 | Land Acquisition | |
| 2410 | Appraisals | |
| 2420 | Purchases | |
| 2430 | Ceding of Land | |
| 2440 | Condemnation | |
| 2500 | Development Contracts | |
| 2501 | Surveys and Maps | |
| 2502 | Test Borings | |
| 2503 | Architects | |
| 2504 | Demolition | |
| 2505 | Construction—Foundation | |
| 2506 | Construction—Superstructure | |
| 2507 | Heating | |
| 2508 | Electric | |
| 2509 | Plumbing | |
| 2510 | Elevators | |
| 2511 | Concrete Testing | |
| 2512 | Street and Yards | |
| 2513 | Landscaping | |
| 2514 | Ranges | |
| 2515 | Refrigerators | |
| 2900 | Planning and Development Reports | |
| 2910 | Monthly and Quarterly Financial Reports | |
| 2920 | Construction Progress Report | |
| 3000– | 3999 | RENTS AND OCCUPANCY |
| 3000 | General | |
| 3100 | Rents and Collections | |
| 3200 | Site and Offsite Tenancy | |
| 3300 | Tenant Selection | |
| 3400 | Initial Occupancy | |
| 3500 | Leasing | |
| 3600 | Continued Occupancy (income review, occupancy standards, etc.) | |
| 3700 | Termination of Tenancy | |
| 3800 | Auxiliary Services (parking, laundry, etc.) | |
| 3900 | Occupancy Reports | |
| 3910 | Occupancy Report | |
| 3920 | Statement of Tenant's Arrears | |
| 4000– | 4999 | OPERATION AND MAINTENANCE |
| 4000 | General | |
| 4100 | (Reserved) | |
| 4200 | Operating Services (janitorial, security, exterminating, etc.) | |
| 4300 | Utilities | |
| 4310 | Water | |
| 4320 | Electricity | |
| 4330 | Gas | |
| 4340 | Heating Fuel | |
| 4350 | (Reserved) | |
| 4360 | Sanitation | |
| 4370 | Other | |
| 4400 | Repairs, Maintenance and Replacements | |
| 4410 | Grounds | |
| 4420 | Structures | |
| 4430 | Painting and Decorating | |
| 4440 | Plumbing, Gas and Electrical Systems | |
| 4450 | Heating and Ventilating Systems | |
| 4460 | Elevators | |
| 4470 | (Reserved) | |
| 4480 | Ranges and Refrigerators | |
| 4490 | Other Equipment | |
| 4900 | Operations and Maintenance Reports | |
| 4910 | Utility Consumption Records | |
| 5000– | 5999 | PERSONNEL |
| 5000 | General | |
| 5100 | Employment | |
| 5110 | Applications | |
| 5120 | Individual Personnel Files | |
| 5200 | Resident Employees | |
| 5300 | Salary and Leaves, Rules and Regulations | |
| 5400 | Pension and other Benefits | |
| 5900 | Personnel Reports | |
| 6000– | 6999 | FISCAL AND BUDGET |
| 6000 | General | |
| 6100 | Fiscal | |
| 6110 | Development Fund | |
| 6120 | Administration Fund | |
| 6130 | Reserve Fund | |
| 6140 | Subsidies | |
| 6150 | Debt Service and Financing | |
| 6160 | Security Deposits | |
| 6200 | Budget | |
| 6900 | Fiscal Reports | |
| 6910 | Quarterly Financial Reports | |
| 6920 | Audit Reports | |
| 7000– | 7999 | MISCELLANEOUS |
| 7000 | Insurance | |
| 7100 | Fire Prevention and Safety | |
| 7200 | Civil Defense | |
| 7300 | Community Services | |
| 7400 | Litigation | |
| 7500 | Procurement and Supplies | |
| 7900 | Miscellaneous Reports | |
| 7910 | Liability and Compensation Reports | |
| 7920 | Safety Engineers Reports | |
| 7930 | Inventory Records | |
| 7940 | Fire Reports | |