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Record Retention

Unfunded proposal files are maintained in the research office for two years, after which they are shredded.

For sponsored activities, the University retains all research records while the project is active, and for five (5) years following project close-out, unless otherwise specified by the sponsor.  If legal or audit issues are raised, records will be retained for three years following resolution of such issues.

Such records include all original documents that pertain to grant funds, such as invoices, ProCard receipts, purchasing documents, student payroll documentation, travel, work orders, and charges for services such as the mailroom, motor pool, bookstore, Chem Stores, and networking. For items purchased through GrizMart, the history documentation available within the system will suffice as originals for audit purposes.  

The PI and department are responsible for physically storing records for all indexes associated with the project.  If the sponsor requires a longer retention period and storage becomes problematic after five years, the department may contact ORSP to make alternate arrangements.  At that time, records must be stored in small banker boxes (16 L x 12 W x 10-1/2 H) and clearly labeled (i.e., department name and time frame).

Additional Information

In March 2006, the Council on Governmental Relations (COGR), produced: Access to and Retention of Research Data: Rights and Responsibilities