The applications' pending 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 will be maintained in chronological order, with earliest date on top, within category of size apartment needed. Active files should be reviewed at least once a year to determine which applications should be shifted to the inactive files. Form letters to applicants may be used for such determination. Inactive files contain those applications which have been determined to be ineligible or those that have since requested the withdrawal of their applications.