source:
  type: guide
  id: usda-hb-3555-2.3
  authority: USDA SFH Guaranteed Loan Program Technical Handbook HB-1-3555 ¶2.3 —
    Agency Record Maintenance
  description: USDA SFH Guaranteed Loan Program Technical Handbook HB-1-3555 ¶2.3
    — Agency Record Maintenance.
  coverage_tier: operative
obligations:
- id: usda-hb-3555-2.3-full
  canonical_id: usda-hb-3555-2.3-full
  section: USDA SFH Guaranteed Loan Program Technical Handbook HB-1-3555 ¶2.3 — Agency
    Record Maintenance
  type: do
  tags:
  - regulator-direct
  - usda
  - usda-handbook
  - corpus-expansion
  - tier-operative
  primary_source:
    tier: 1
    authority: USDA SFH Guaranteed Loan Program Technical Handbook HB-1-3555 ¶2.3
      — Agency Record Maintenance
    source_class: usda-handbook
    source_url: https://www.rd.usda.gov/sites/default/files/hb-1-3555_consolidated.pdf
    snapshot_id: 0466acd1ea2d17a4
    fetched_at: '2026-05-25T14:10:13Z'
    content_hash: sha256:22ac6f998ff72578e318fca138ebe80fb18ae2fc701eb5936172f1842679a13a
    paragraph_quote: '2.3 AGENCY RECORD MAINTENANCE A. Lender Approval Files The Agency
      will establish a file folder for each lender approved for participation in the
      SFHGLP. The Agency will digitally image or electronically store all lender approval
      documents in the Rural Development Electronic Customer File (ECF). The Agency
      will retain all documents relative to lender approval for participation as long
      as the lender remains active and maintains its approval status. Refer to Chapter
      3 and Attachment 3- A of this Handbook for required documentation for lender
      approval. If a lender’s approval status is voluntarily withdrawn by the lender
      or terminated by the Agency, the lender file and all documentation pertaining
      to the withdrawal or termination will be retained in accordance with the most
      recent Agency file record retention requirements. B. Mortgage Files The Agency
      may dispose of all documents except those listed below, which will be HB-1-3555
      (03-09-16) SPECIAL PN 2-3 Revised (05-05-25) PN 640 Guidance documents lack
      the force and effect of law, unless expressly authorized by statute or incorporated
      into a contract. USDA may not cite, use, or rely on any guidance that is not
      available through their guidance portal, except to establish historical facts.
      retained in accordance with RD Instruction 2033-A, once the Agency receives
      notification from the lender that the mortgage has been satisfied. The Director
      of the Origination and Processing Division will designate or delegate authority
      to the supervisory staff of the unit or other qualified personnel to ensure
      that appropriate files are established and maintained. All core documents will
      be retained for long-term preservation in ECF, except for the Credit Reports
      on GUS loans, which will be stored in GUS. A quality control review will be
      performed to confirm the imaged documents have been uploaded and indexed to
      quality expectations of accuracy and consistency. The following records will
      be retained: 1. Form RD 3555-18 or Form RD 3555-18E, Conditional Commitment
      for Single Family Housing Guarantee, with conditions, requirements, and Lender
      Certification; 2. Promissory Note; 3. Loan Application(s); 4. Employment/Income
      Verifications and Income Determinations; 5. Credit Report(s); 6. Form RD 3555-21,
      Request for Single Family Housing Loan Guarantee; 7. All forms related to the
      Agency’s environmental review (Forms RD Instruction 1970-B, Exhibit D, Environmental
      Checklist for Categorical Exclusions; current FEMA Form, Standard Flood Hazard
      Determination Form; etc.); 8. Documentation providing annual and repayment income
      calculations on Attachment 9-B, Income Calculation Worksheet, Uniform Underwriting
      and Transmittal Summary 1008, and/or an equivalent form provided by the lender.
      This requirement excludes Guaranteed Underwriting System (GUS) “Accept” recommendations;
      9. Final GUS Underwriting and Findings Report; 10. Form RD 3555-17 or Form RD
      3555-17E, Loan Note Guarantee and the final Amortization Schedule attached to
      the Loan Note Guarantee; 11. Confirmation the requirements under 7 CFR 3555,
      Section 3555.202 have been met; HB-1-3555 (03-09-16) SPECIAL PN 2-4 Revised
      (05-05-25) PN 640 Guidance documents lack the force and effect of law, unless
      expressly authorized by statute or incorporated into a contract. USDA may not
      cite, use, or rely on any guidance that is not available through their guidance
      portal, except to establish historical facts. 12. Appraisal Report(s); 13. Form
      RD 1922-15, Administrative Appraisal Review; 14. National Office waivers, if
      applicable; 15. Final Closing Disclosure; 16. Internal Agency Processing Checklist;
      17. Internal Agency Loan Closing Checklist, if applicable; 18. Any other forms
      deemed necessary for record retention by the Agency. When a loss claim is paid
      on an account, the mortgage file and documentation supporting the claim will
      be retained in accordance with RD Instruction 2033-A. Loss claim documents may
      also be digitally imaged and stored in ECF. HB-1-3555 (03-09-16) SPECIAL PN
      3-1 Revised (07-21-23) PN 588 Guidance documents lack the force and effect of
      law, unless expressly authorized by statute or incorporated into a contract.
      USDA may not cite, use, or rely on any guidance that is not available through
      their guidance portal, except to establish historical facts. CHAPTER 3: LENDER
      APPROVAL 7 CFR 3555.51'
  judgment: false
