| (a) For this section, the word Subrecipient also includes
Multifamily Development Owners who have Direct Loan 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 Part.
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