N.Y. Comp. Codes R. & Regs. tit. 9, § 1625-6.5 – General correspondence files.

(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.

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