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Administrative Plan 7/1/2025 Page 16-44 <br />Upfront Income Verification (UIV) Records <br />PHAs that access UIV data through HUD’s Enterprise Income Verification (EIV) system are <br />required to adopt and follow specific security procedures to ensure that all EIV data is protected <br />in accordance with federal laws, regardless of the media on which the data is recorded (e.g. <br />electronic, paper). These requirements are contained in the HUD-issued document, Enterprise <br />Income Verification (EIV) System, Security Procedures for Upfront Income Verification data. <br />SAHA Policy <br />Prior to utilizing HUD’s EIV system, SAHA will adopt and implement EIV security <br />procedures required by HUD. <br />Criminal Records <br />The PHA may only disclose the criminal conviction records which the PHA receives from a law <br />enforcement agency to officers or employees of the PHA, or to authorized representatives of the <br />PHA who have a job-related need to have access to the information [24 CFR 5.903(e)]. <br />The PHA must establish and implement a system of records management that ensures that any <br />criminal record received by the PHA from a law enforcement agency is maintained <br />confidentially, not misused or improperly disseminated, and destroyed, once the purpose for <br />which the record was requested has been accomplished, including expiration of the period for <br />filing a challenge to the PHA action without institution of a challenge or final disposition of any <br />such litigation [24 CFR 5.903(g)]. <br />The PHA must establish and implement a system of records management that ensures that any <br />sex offender registration information received by the PHA from a State or local agency is <br />maintained confidentially, not misused or improperly disseminated, and destroyed, once the <br />purpose for which the record was requested has been accomplished, including expiration of the <br />period for filing a challenge to the PHA action without institution of a challenge or final <br />disposition of any such litigation. However, a record of the screening, including the type of <br />screening and the date performed must be retained [Notice PIH 2012-28]. This requirement does <br />not apply to information that is public information or is obtained by a PHA other than under <br />24 CFR 5.905. <br />Medical/Disability Records <br />PHAs are not permitted to inquire about the nature or extent of a person’s disability. The PHA <br />may not inquire about a person’s diagnosis or details of treatment for a disability or medical <br />condition. If the PHA receives a verification document that provides such information, the PHA <br />should not place this information in the tenant file. The PHA should destroy the document. <br />Documentation of Domestic Violence, Dating Violence, Sexual Assault, Stalking, or Human <br />Trafficking <br />For requirements and PHA policies related to management of documentation obtained from <br />victims of domestic violence, dating violence, sexual assault, stalking, or human trafficking see <br />section 16-IX.E. <br />EXHIBIT 1