N.Y. Comp. Codes R. & Regs. Tit. 9 §§ 1725-5.3
Applicant files, whether active or inactive, should be maintained as close as possible to the tenant files. The active files will consist of those applications determined to be eligible or still being investigated and should be maintained in chronological order with earliest date on top. Active files should be reviewed periodically to determine which applications should be shifted to the inactive files. A form letter inquiring into the applicant's continuing interest may be used for this purpose. Inactive applicant files containing those applications which have been determined to be ineligible or those that have since been withdrawn, along with supporting documentation, should be filed in alphabetical order by applicant surname and retained for five years in accordance with section 1727-1.3(p) of this Title.
N.Y. Comp. Codes R. & Regs. Tit. 9 §§ 1725-5.3