purpose for which HUD collected the records. HUD on its own may disclose records in this system of records in legal proceedings before a court or administrative body after determining that the disclosure of the records to the court or administrative body is a use of the information contained in the records that is compatible with the purpose for which HUD collected the records. Other Common routine uses for most systems of records include sharing: For audits and oversight. For congressional inquiries. With contractors, grantees, and experts to perform HUD-authorized activities. For investigations of potential violations of law. For intelligence purposes. With the National Archives and Records Administration (NARA) for records management purposes. For litigation purposes. For data breach and mitigation response]. POLICIES AND PRACTICES FOR STORAGE OF RECORDS: [Specify the policies and practices of the agency regarding the storage of records. Describe the manner and state the medium(s) in which the records are stored/maintained. Explain both hard copy or electronic methods storage practices: POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: [Specify the policies and practices of the agency regarding retrieval of records. This element informs the public how HUD retrieves the records. To be subject to the Privacy Act, the records must be retrieved by a personal identifier. Example Retrievability: Information is retrieved by the individual’s name and last four digits of his or her social security number. Caution: If a single electronic record contains the name of any individual other than the subject, make sure you never retrieve on the name or identifier of the person who is not the subject. Retrieving on multiple names clouds the issue of who the true subject of the record is]. POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS: [Specify the policies and practices of the agency regarding retention and disposal of records. Indicate how long the record is retained before it is destroyed or transferred to a Federal Records Center (FRC). For records transferred to an FRC, show the length of retention at the FRC. The retention period you claim must agree with the HUD Records Schedule in the HUD Records Disposition Schedules Handbook (2225.6) on the intranet, found at , or the NARA publication,
purpose for which HUD collected the records. HUD on its own may disclose records in this system of records in legal proceedings before a court or administrative body after determining that the disclosure of the records to the court or administrative body is a use of the information contained in the records that is compatible with the purpose for which HUD collected the records. Other Common routine uses for most systems of records include sharing: For audits and oversight. For congressional inquiries. With contractors, grantees, and experts to perform HUD-authorized activities. For investigations of potential violations of law. For intelligence purposes. With the National Archives and Records Administration (NARA) for records management purposes. For litigation purposes. For data breach and mitigation response]. POLICIES AND PRACTICES FOR STORAGE OF RECORDS: [Specify the policies and practices of the agency regarding the storage of records. Describe the manner and state the medium(s) in which the records are stored/maintained. Explain both hard copy or electronic methods storage practices: POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: [Specify the policies and practices of the agency regarding retrieval of records. This element informs the public how HUD retrieves the records. To be subject to the Privacy Act, the records must be retrieved by a personal identifier. Example Retrievability: Information is retrieved by the individual’s name and last four digits of his or her social security number. Caution: If a single electronic record contains the name of any individual other than the subject, make sure you never retrieve on the name or identifier of the person who is not the subject. Retrieving on multiple names clouds the issue of who the true subject of the record is]. POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS: [Specify the policies and practices of the agency regarding retention and disposal of records. Indicate how long the record is retained before it is destroyed or transferred to a Federal Records Center (FRC). For records transferred to an FRC, show the length of retention at the FRC. The retention period you claim must agree with the HUD Records Schedule in the HUD Records Disposition Schedules Handbook (2225.6) on the intranet, found at , or the NARA publication,
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