Records Access

NOTICE – Without filing a Records Access Request, owners can now independently at home or at the office print CERTIFIED Registered Apartment Information reports with print options for 5 years and All years.
 

• ARRO has a reporting feature: RAI, Registered Apartment Information. Once you have submitted your registration, you will be able to access this report, located in Forms & Reports. 
• The report has been created to enable you to independently print CERTIFIED 5-year apartment rent histories for all of your apartments to comply with the requirements of NYC Local law 113. As previously reported, DHCR staff will not be processing requests to generate these at Borough Rent Offices or through its Records Access Unit or email addresses.
• In addition, owners can now print CERTIFIED all year apartment rent histories for all of your apartments for other purposes. 
• Access to ORA records will be provided by email or postal mail only. File reviews will not take place at ORA offices.

Request for Records Access

The Office of Rent Administration (ORA) is the custodian of records for apartments subject to rent control and rent stabilization. These records include copies of orders, case files, rent control records, and rent stabilized rent registration filings. In general, these records can be accessed by the subject tenant or owner of record, or their authorized representative, as of right. Therefore, it is not necessary for the requester to cite the FOIL statute when requesting records access. The requester may file a Request for Records Access by email to [email protected] or may submit the form REC-1: Request for Records Access to:

New York State Division of Housing and Community Renewal
Office of Rent Administration
Records Access Officer
Records Access Unit
92-31 Union Hall Street, 6th floor
Jamaica, New York 11433

ORA will accept requests for records if the identity of the requester is currently on file with ORA's database or if sufficient proof of identity is attached, such as a lease or rent receipt for tenants and a deed or tax bill for owners.

Requesters, whose requests are rejected, will be notified and advised of their right to resubmit their requests on form REC-1: Request for Records Access or by email to [email protected], with additional proof of identity and/or authorization attached.

For a full guide to obtaining records from ORA, including Subpoenas refer to Operational Bulletin #2023-1: Procedures for Requests for Records Access, Freedom of Information Law (FOIL) Requests and Subpoenas.

Sections 1, 2, and 3 of form REC-1: Request for Records Access must be completed by the requester. Select only one category from Sections 4 through 8. Date and sign the request form.

Identification and Supporting Documentation

• Tenant - attach proof of identity and proof of occupancy:
  For Rent Stabilized Apartment(s) - copy of lease, rent receipt, or rent bill.
  For Rent Controlled Apartment(s) - copy of utility bill, rent receipt, or rent bill.
   
• Owners - attach proof of ownership: copy of deed (available online on ACRIS), copy of tax bill or proof of currently active ARRO account. If the owner is a company/corporation, also attach documentation that identifies owning officers by name (HPD Registration or relevant pages from Articles of Organization/Incorporation). 
   
• Representatives - attach (a) authorization from parties represented; or (b) Power of Attorney; and (c) additional verification as requested above.

When records cannot be transmitted electronically, fees for reproduction of standard size paper are 25 cents a page. The fees must be paid by personal check, certified bank check, attorney’s check or money order, payable to DHCR. Cash will not be accepted.

Requests that are not submitted by the tenant or owner of record or their authorized representative are required to be submitted as FOIL requests. The requester may submit a letter that describes in sufficient detail the records sought. Those requests can be submitted via the HCR Portal, by U.S. Mail or hand delivery to: 
 

New York State Division of Housing and Community Renewal
Office of Rent Administration
FOIL Unit
Gertz Plaza
92-31 Union Hall Street, 6th Floor
Jamaica, New York 11433

Subpoenas are to be served at the following addresses:

For matters concerning the Section 8 Unit: 25 Beaver Street, New York, NY 10004

For matters concerning Mitchell-Lama Properties: 641 Lexington Avenue, New York, NY 10022

For matters concerning the Office of Rent Administration (ORA): Gertz Plaza, 92-31 Union Hall Street, 6th floor, Jamaica, NY 11433

Summary of Procedures for Subpoenas for Records of the Office of Rent Administration (ORA)

The subpoena needs to be:

• For records, known as a ”subpoena duces tecum.”

• Marked “so ordered” and signed by a judge of the court issuing the subpoena.

• Accompanied by a fee in the amount of $15.00, not payable in cash.

• Served at least 24 hours before the return date thereof.

• Served at Gertz Plaza, 92-31 Union Hall Street, 6th floor, Jamaica, NY 11433.

For a full guide to obtaining subpoenas and other records from ORA, see Operational Bulletin #2023-1: Procedures for Requests for Records Access, Freedom of Information Law (FOIL) Requests and Subpoenas.