Housing Quality Standards (HQS) Pre-Inspection Checklist

An HQS pre-inspection checklist is an internal preparation tool used to confirm that inspection-related documentation, property information, photographs, notices, and follow-up evidence are available before an inspection or review. It helps staff work consistently and identify file gaps early. The checklist itself does not replace the applicable HUD requirements, inspection standards, or the professional judgment of authorized inspection personnel.

No. FileVision ETR is an electronic tenant-record and document-workflow platform, not an inspection scoring or standards-assessment engine. It organizes reports, photographs, notices, repair evidence, and related follow-up records so they are easier to locate and review. Agency staff remain responsible for conducting inspections, applying HQS requirements, documenting findings, and determining inspection outcomes.

A pre-inspection file may include the inspection checklist, prior reports, property photographs, participant and owner correspondence, notices, work orders or repair evidence, appointment details, and follow-up documentation. The exact contents should follow your agency’s policies and applicable program requirements. ETR can organize these materials by household, property connection, and inspection transaction for faster retrieval.

ETR uses configurable checklists and workflow status to make incomplete files and exceptions easier to see. Teams can establish the documents or actions expected for an inspection-related process, then monitor whether supporting records have been received, reviewed, or approved. This gives staff an opportunity to resolve gaps before a deadline, inspection appointment, monitoring activity, or internal quality review.

Yes. FileVision ETR can store inspection photographs, reports, notices, work evidence, and follow-up documents in an organized electronic file. Keeping visual evidence and related correspondence with the inspection record reduces reliance on separate folders or disconnected shared drives. Your agency determines its own documentation standards, naming practices, retention schedule, and the evidence required to support a finding or resolution.

Access can be controlled through role-based permissions so staff see the records required for their responsibilities. For example, inspection, occupancy, compliance, management, or audit personnel may be assigned appropriate access based on agency procedures. This helps protect tenant and other sensitive records while allowing authorized users to retrieve the inspection evidence needed for preparation, follow-up, and review.

Yes. Configurable workflows, tasks, and approvals can route inspection-related actions to the appropriate team members with visible ownership and status. Agencies can use these workflows to coordinate document collection, corrective-action evidence, notices, management review, and file completion. The workflow is designed to adapt to how your agency operates rather than impose a fixed inspection or enforcement process.

Retention periods depend on your agency’s approved records-retention schedule, program requirements, and guidance from counsel or applicable oversight bodies. FileVision ETR supports policy-driven retention, archiving, and controlled disposition processes, but it does not prescribe the retention period. Agencies should define their schedules and ensure inspection records remain accessible for required monitoring, audits, disputes, and historical reference.