We are also a state institution and subject to an open records act, but proposals in my opinion (and our general counsel agrees) are DRAFT documents and not subject to the act.  If the proposal is funded, then the final document is put into the file of record (or the draft document becomes a final document) and then is subject to requests.  We do not keep proposals in our files beyond a year, unless the proposal is still being considered.   I feel strongly and make it a habit of clearly delineating records (subject to open records) vs non-records (not subject).

Sally Eckert-Tilotta, Ph.D., Interim Director
Office of Research & Program Development
University of North Dakota
PO Box 7134
Grand Forks, ND  58202
Tel:  701-777-2049
Fax:  701-777-2504
Email:  xxxxxx@mail.und.nodak.edu

>>> Debbie Smith <xxxxxx@UTMEM.EDU> 05/22/01 01:40PM >>>
Our institution is a state agency, subject to a public records act--so we
really can't tell anyone (internally or externally if they are a resident of
the state) that they CAN'T see our proposals.

What I ususally do is suggest to the person requesting the proposal that he
or she contact the PI "as a matter of courtesy" and ask them for a copy--and
to let me know if they run into problems.

This usually works well.

Debbie Smith
UT Health Science Center
xxxxxx@utmem.edu

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