~a mt:&p~~ _qlduu}l~!fi~ !l.jwj..fh Date .'~ :-411.' ebegea to this pl'oposed sohedule have been ap!proved by:

Transcription

1 . REQUEST FOR RECORDS DISPOSITION AUTHORITY (See /nstroct/oas Ofl reverse) JOB NUMBER 1IJ/-d{)1--9~-9 TO: NATIONAL ARCHIVES and RECORDS ADMINISTRATION (NIR) DATE RECEIVED 1-'1'r-f~ WASHINGTON. DC '... ~. ".'~ - LEAVE BLANK (NARA use only) 1. FROM (Agency or establishment) Department of Housing and Urban Development NOTIFICATION TO AGENCY 2. MAJOR SUBDIVISION In accordance with the provisions of 44 Asst secretary for Housing-Federal Housing Commissioner U.s.C the disposition request. including amendments, is approved except 3. MINOR SUBDIVISION for items that may, be marked "disposition Program Evaluation Division not approved" or 'withdrawn" in column NAME OF PERSON WITH WHOM TO CONFER 5. TELEPHONE DATE ARC.'-jST OF THEUNITEDY,ES A _ Robert Knight EXT.124 William Smith ~-91 J7~iG/~ 6. AGENCY CERTIFICATION I hereby certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records proposed for disposal on the attached 8 page(s) are not now needed for the of this agency or will not be needed after the retention periods specifiedsioessthot written concurrence from the General Accounting Office. under the provisions of Title 8 of the GAO Manual for Guidance of Federal Agencies. UJ is not required; U is attached; or has been requested. TITLE Orief, Records and Directives Branch GRS OR 10. ACTION ITEM 8. DESCRIPTION OF ITEM AND PROPOSED DISPOSITION SUPERSEDED TAKEN (NAR)A NO. JOB CITATION USE ONLY HOD Mortgage Lending Activity-Automated Systems Files _qlduu}l~!fi~ The Department of Housing and Urban Development (HOD) ~~~ Evaluation Division Date is proposing to add the attached new HOD Records John N. Dickie Disposition Schedule 15, "Mortgage Lending Activity-Automated Systems Files." This proposal provides Item 1 as records disposition 2n~~ zi~v-:. standards for the Survey of Mortgage Lending Activity, Office ~e Inspector General Date System Code F59. Mary Dickens The F59 System provides mortgage lending activity survey reports and is not a financial or accounting system. See the attached list of Records Descriptions and requested Disposition Authorities. ~~ Office of ttiegeneral Cpunsel W. Joy Herndon!l.jwj..fh Date Volume On Hand: less than.5 reel Annual Accumulation:.5 reel :-411.' ebegea to this pl'oposed sohedule have been ap!proved by: ~a mt:&p~~ NSN PREVIOUS EDITION NOT USABLE JUL ~ bj '. ag~ '.rjwj)j)} IJ ujr. f) moe uj J~

2 REV-l CHG- This schedule covers the files for mortgage lending activity automated systems. The files of each system will be covered in a separate schedule item number. The following alphabetical system code index to the systems covered by the schedule will be expanded as new items are approved by the National Archives and Records Administration and added to this schedule. System Name System Code Item Number Page Number Responsible Organization Survey of Mortgage Lending Activity Report F Housing 1

3 REV-l CHG- Description: The F59 System is a microcomputer database system used to process summary data for producing monthly, quarterly, and annual reports on mortgage lending activity throughout the United States. The reports contain data on the dollar volume of the gross flow of mortgage loan originations, purchases, sales, and repayments. The reports also contain information on outstanding loan commitments and new loan commitments made each month. These raw data are collected monthly from 11 major lender groups. The 11 major lender groups include: commerical banks; mutual savings banks; federal credit agencies; life insurance companies; mortgage companies; mortgage pools ; private conduits; private non-insured pension funds; savings and loan associations; state and local credit agencies; and state and local retirement funds. These data are broken out by land loans; construction and long-term loans (1-4 family, multifamily, nonresidential, and farm properties). The 1-4 family loans are broken out by the type of loan: FHA insured, VA guaranteed, and conventional. Multifamily loans are broken out by FHA insured and conventional loans. These raw data, from the 11 major lender groups, are keyed into the F59 System on a monthly basis. Currently raw data from the commerical and mutual savings bank lender groups are keyed into the Commercial Bank Mortgage Survey System (F43 System) - a mainframe sytem - each month from the Survey of Mortgage Lending Activity forms: Part A Gross Flow of Mortgage Loans (HUD-136.1) and Part B Mortgage Loan Commitments (HUD-136.2). This generates F43 System output which is converted to floppy diskette and electronically nread n into the F59 System. 2

4 REV-l CHG- Description: {Note: The data collection survey of the commerical and"mutual saving banks are in the process of being contracted out. When contracted, the output will be received in hardcopy format and keyed into the F59 System the same as is currently done with the other lender groups}. The F59 System data and reports are used by the: Internal Revenue Service (IRS); Federal Reserve Board; Federal Home Loan Mortgage Corporation (Freddie Mac); Federal National Mortgage Corporation (FNMA); Federal Housing Finance Board; and government policy makers in setting housing goals and tracking the effects of housing policies and programs. 3

5 REV-1 CHG- '. Item No. Description Disposition 1. Survey of Mortgage Lending Activity (SMLA) a. System Data. Consists of Delete when no longer data residing in SMLA system. needed for agency use. This data is used to produce reports described in Item No. 1 d below. b. System documentation. Master Destroy when no longer set of descriptive documents needed or when system required to initiate, de- is defunct, whichever velop, operate and maintain is sooner. the SMLA system. c. SMLA Input Files. Consist of hard copy HUD survey forms, F43 printouts and electronic data output, and hard copy worksheets from other lender groups. (1) Hard copy Input. Includes Retire to FRC when 10 survey forms and print- years old. Destroy when outs. 25 years old. (2) F43 Electronic Data Copy to SMLA system Output. data, verify, then delete when no longer needed. 4

6 ., REV-I CHG- Item No. Description Disposition d. SMLA Output Files. Consist of electronic and textual (hard copy) output reports. (1) SMLA Quarterly, Annual PERMANENT. Transfer and December Monthly when 2 years old at the electronic output re- end of each calendar ports. year 1 ASCII copy to NARA. Years 1970 through 1992 transfer immediately. (2) SMLA Monthly Electronic Destroy when no longer Output Files, January needed. through November. (3) Quarterly News Releases. PERMANENT. Use the Are official HUD pub- disposition lications containing instructions in narative data summary and Schedule 3, Item No. output reports appropri- 36. ate as of release date. (4) Output Reports In Textual Dispose of when no (Hard Copy) Format. longer needed. (5) Duplicate SMLA Output Destroy when no longer Files. Duplicate copies needed. of above named reports in electronic or textual (hard copy) form retained for internal HUD use. 5