USDA HB-1-3555 Chapter 2 — Record Retention

usda-hb-3555-ch02

USDA Rural Development Single Family Housing Guaranteed Loan Program (SFHGLP) operational handbook HB-1-3555, Chapter 2 (Record Retention; 7 CFR 3555.51).

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source:
  type: regulation
  id: usda-hb-3555-ch02
  authority: USDA HB-1-3555 Chapter 2 — Record Retention
  description: |
    USDA Rural Development Single Family Housing Guaranteed Loan
    Program (SFHGLP) operational handbook HB-1-3555, Chapter 2
    (Record Retention; 7 CFR 3555.51).
  effective_date: '2025-05-05'
obligations:
  - id: usda-hb-3555-ch02-lender-record-maintenance
    canonical_id: usda-hb-3555-ch02-lender-record-maintenance
    section: USDA HB-1-3555 Ch. 2.2 — Lender Record Maintenance
    description: |
      [LENDER] must maintain loan origination records and keep record
      of all payments and disbursements in which the USDA Agency has
      an interest. Upon written request from the Agency, [LENDER]
      must provide any mortgage records or documents requested.
    type: maintain
    audit_question: Can [LENDER] evidence that loan origination records and a record of all payments and disbursements in which the USDA Agency has an interest are maintained, and that any mortgage records or documents requested by the Agency in writing have been provided?
    program_review: Does the program maintain loan-origination records and a record of all payments/disbursements in which the Agency has an interest, and produce any mortgage records/documents on the Agency's written request?
    file_review: Pull a sample; confirm origination and payment/disbursement records are present and retrievable on request.
    judgment: false
    feeds: []
    workflow_phase: servicing
    owner_role: compliance_officer
    secondary_owner_role: default_servicing_analyst
    cadence: continuous
    consequence: ''
    tags:
      - round-b
      - regulator-direct
      - usda
      - hb-1-3555
      - ch02
      - record-retention
      - promoted
    primary_source:
      tier: 1
      authority: USDA HB-1-3555 Chapter 2 — Record Retention
      source_class: usda-handbook-hb-1-3555
      source_url: https://www.rd.usda.gov/sites/default/files/3555-1chapter02.pdf
      snapshot_id: c46b8d7636df791d
      fetched_at: '2026-05-23T01:50:00Z'
      content_hash: sha256:bdd3dcb85e2072df67dc8d74c44a84ba0437baca0c4ab81135760ce5a62cfa49
      paragraph_quote: Lenders must maintain loan origination records and keep record of all payments and disbursements in which the Agency has an interest.
      drafter_attestation: Copied verbatim from USDA HB-1-3555 snapshot c46b8d7636df791d (Ch 02) at 2026-05-23. Source PDF retrieved via Wayback Machine.
      quote_healed: true
      effective_date: '2025-05-05'
      effective_date_source: usda-revised-pn
      effective_date_note: Procedure Notice 640
    promoted_at: '2026-05-23T02:09:31+00:00'
    promoted_from: usda-hb-3555-ch02-roundb-v1.yaml
  - id: usda-hb-3555-ch02-origination-records-two-year-retention
    canonical_id: usda-hb-3555-ch02-origination-records-two-year-retention
    section: USDA HB-1-3555 Ch. 2.2.A — Loan Origination Records (Two-Year Retention on Sale)
    description: |
      If [LENDER] sells the loan, the selling lender must retain
      copies of the loan origination documents for a minimum of two
      years after selling the loan. The purchasing lender must
      receive copies of the loan origination documents from the
      selling lender and retain those copies for a minimum of two
      years after the lender sells the loan. This requirement applies
      to each succeeding lender.
    type: maintain
    audit_question: When [LENDER] sells a USDA-guaranteed loan, can it evidence that copies of the loan origination documents are retained for a minimum of two years after selling the loan, and (where [LENDER] is the purchasing lender) that copies were received from the selling lender and likewise retained for two years?
    program_review: Does the program account for the on-sale retention rule — the selling lender keeps origination-document copies at least two years after sale, and a purchasing lender receives and likewise retains them for two years, at each succeeding lender?
    file_review: Spot-check sold loans; confirm origination-document copies were retained two years post-sale (and, where [LENDER] purchased, that copies were received and retained).
    judgment: false
    feeds: []
    workflow_phase: servicing
    owner_role: compliance_officer
    secondary_owner_role: default_servicing_analyst
    cadence: continuous
    consequence: ''
    tags:
      - round-b
      - regulator-direct
      - usda
      - hb-1-3555
      - ch02
      - record-retention
      - two-year
      - promoted
    primary_source:
      tier: 1
      authority: USDA HB-1-3555 Chapter 2.2.A — Loan Origination Records
      source_class: usda-handbook-hb-1-3555
      source_url: https://www.rd.usda.gov/sites/default/files/3555-1chapter02.pdf
      snapshot_id: c46b8d7636df791d
      fetched_at: '2026-05-23T01:50:00Z'
      content_hash: sha256:bdd3dcb85e2072df67dc8d74c44a84ba0437baca0c4ab81135760ce5a62cfa49
      paragraph_quote: Loan origination records must be retained by the lender. If the lender sells the loan, the selling lender must retain copies of the loan origination documents for a minimum of two years after selling the loan.
      drafter_attestation: Copied verbatim from USDA HB-1-3555 snapshot c46b8d7636df791d (Ch 02) at 2026-05-23. Source PDF retrieved via Wayback Machine.
      quote_healed: true
      effective_date: '2025-05-05'
      effective_date_source: usda-revised-pn
      effective_date_note: Procedure Notice 640
    promoted_at: '2026-05-23T02:09:31+00:00'
    promoted_from: usda-hb-3555-ch02-roundb-v1.yaml
  - id: usda-hb-3555-ch02-payment-disbursement-retention
    canonical_id: usda-hb-3555-ch02-payment-disbursement-retention
    section: USDA HB-1-3555 Ch. 2.2.B — Payment and Disbursement Records
    description: |
      [LENDER] must maintain a record of all payments received and
      disbursements paid on the obligation while the USDA Agency has
      potential liability. [LENDER] should also maintain a record of
      all servicing actions, relevant post-closing documents, and all
      borrower notices and correspondence.
    type: maintain
    audit_question: Can [LENDER] evidence that, for every USDA-guaranteed loan on which the Agency retains potential liability, it maintains a record of all payments received and disbursements paid on the obligation (and, as best practice, all servicing actions, relevant post-closing documents, and all borrower notices and correspondence)?
    program_review: Does the program maintain a record of all payments received and disbursements paid while the Agency retains potential liability (and, as best practice, servicing actions, post-closing documents, and borrower notices/correspondence)?
    file_review: Pull a sample; confirm the payment/disbursement ledger is complete for the period of Agency liability.
    judgment: false
    feeds: []
    workflow_phase: servicing
    owner_role: compliance_officer
    secondary_owner_role: default_servicing_analyst
    cadence: continuous
    consequence: ''
    tags:
      - round-b
      - regulator-direct
      - usda
      - hb-1-3555
      - ch02
      - record-retention
      - payments
      - promoted
    primary_source:
      tier: 1
      authority: USDA HB-1-3555 Chapter 2.2.B — Payment and Disbursement Records
      source_class: usda-handbook-hb-1-3555
      source_url: https://www.rd.usda.gov/sites/default/files/3555-1chapter02.pdf
      snapshot_id: c46b8d7636df791d
      fetched_at: '2026-05-23T01:50:00Z'
      content_hash: sha256:bdd3dcb85e2072df67dc8d74c44a84ba0437baca0c4ab81135760ce5a62cfa49
      paragraph_quote: Lenders must maintain a record of all payments received and disbursements paid on the obligation while the Agency has potential liability.
      drafter_attestation: Copied verbatim from USDA HB-1-3555 snapshot c46b8d7636df791d (Ch 02) at 2026-05-23. Source PDF retrieved via Wayback Machine.
      quote_healed: true
      effective_date: '2025-05-05'
      effective_date_source: usda-revised-pn
      effective_date_note: Procedure Notice 640
    promoted_at: '2026-05-23T02:09:31+00:00'
    promoted_from: usda-hb-3555-ch02-roundb-v1.yaml
_promotion_history:
  - promoted_at: '2026-05-23T02:09:31+00:00'
    candidate_path: obligations\_remediation\_round_b_drafts\usda-hb-3555-ch02-roundb-v1.yaml
    candidates_promoted: 3
    candidates_skipped_existing: 0

Verbatim regulatory text (3)

Verbatim provisions from USDA HB-1-3555 Chapter 2 — Record Retention — each quote is a verified substring of the regulator-published source snapshot, not retyped. Quoted for reference; this is not legal advice. The operational layer (P&P updates, prompts) lives in the regulation update kits.

USDA HB-1-3555 Ch. 2.2 — Lender Record Maintenance

Effective 2025-05-05 · USDA chapter revision · Procedure Notice 640

Lenders must maintain loan origination records and keep record of all payments and disbursements in which the Agency has an interest.

Source: USDA HB-1-3555 Chapter 2 — Record Retention · source URL · snapshot c46b8d7636df791d

USDA HB-1-3555 Ch. 2.2.A — Loan Origination Records (Two-Year Retention on Sale)

Effective 2025-05-05 · USDA chapter revision · Procedure Notice 640

Loan origination records must be retained by the lender. If the lender sells the loan, the selling lender must retain copies of the loan origination documents for a minimum of two years after selling the loan.

Source: USDA HB-1-3555 Chapter 2.2.A — Loan Origination Records · source URL · snapshot c46b8d7636df791d

USDA HB-1-3555 Ch. 2.2.B — Payment and Disbursement Records

Effective 2025-05-05 · USDA chapter revision · Procedure Notice 640

Lenders must maintain a record of all payments received and disbursements paid on the obligation while the Agency has potential liability.

Source: USDA HB-1-3555 Chapter 2.2.B — Payment and Disbursement Records · source URL · snapshot c46b8d7636df791d

Did an assistant just answer an USDA question for you? A Procedure Notice replaces chapter text silently. An assistant quoting HB-1-3555 cannot tell you which notice it is working from, or whether a later one moved the rule. This page is the operative text, with its effective date.

Check the answer, or check a whole file. Paste into ChatGPT or Claude:

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Operationalizing USDA HB-1-3555 Chapter 2 — Record Retention

This is verbatim, source-snapshotted regulator text from the Claude for Compliance open corpus. To turn a rule like this into compliance work product: gap-analyze your policies and procedures (P&Ps) against these requirements to surface stale, conflicting, or missing provisions; operationalize any change with a ready-to-run update kit; and produce audit-ready evidence — every step grounded only in the regulator’s own words, never invented.

To work from the whole rulebook rather than this one page: download the corpus — every register on this site, verbatim, each with its source snapshot and effective date — then follow the methodology. It asks your assistant to answer only from the downloaded text, cite the register id and effective date it used, and tell you when the corpus does not cover something instead of filling the gap from memory. Running it locally also means no one sees which regulations you are looking at.

Source of record: https://claudeforcompliance.com/regs/usda-hb-3555-ch02/ · register usda-hb-3555-ch02 · Claude for Compliance. Free to read and download; see regulatory updates and methodology.