Chapter 5. Files and Records Management

Module 5.1: The Resident File

Service coordinators are expected to maintain well-organized and up-to-date files on each of their residents. In case an emergency situation arises, you must be able to access resident information immediately. For this reason, it is important that you update the resident file whenever you have a new interaction with a resident. Effectively managing your residents’ records also helps you follow up on past interactions and issues or referrals that you previously discussed.


The term “Activities of Daily Living” refers to the basic set of common tasks of everyday life such as eating, bathing, dressing, toileting, etc., the performance of which are required for personal self-care.

Contents of Resident Files

Your resident files should contain each of the following pieces of information. Note that forms and plans referenced in this section are not HUD documents, but are developed by the service coordinator or property owner or manager (click the arrows to expand the content):

Watch the video for insights on what one quality assurance professional looks for when reviewing resident files.


Please complete this quiz before you proceed to the next module. To take the quiz, use the arrow keys or click the correct answer choice. If you answer incorrectly, you will be able to try again until you select the correct response. Scores will not be recorded.

1. Which documents should be included in each resident’s file?

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HUD Service Coordinators in Multifamily Housing Program