Several persons have commented on the advantages of central filing of the
institution's archive copies of proposals and awards.  Another advantage is
that everything short of financial records can be conveniently accessible
in that file.  Most important, however, is that as you move to electronic
file storage and accessibility, a single office has responsibility for
creating those files and keeping them secure.

Paper copies are necessary, at present, for a number of reasons.  However,
VCU started electronic filing when we started accepting NIH awards by
e-mail and took the next step by filing copies of subaward documents we
sent out.  It has been growing from there.  And we find that many
communications that should be in the file come electronically.  With these
e-files we can get a copy to anyone who needs it rapidly and accurately,
either by giving read access to the files or by attaching to e-mail; the
recipient can use the e-file, or make a hard copy if needed. That's the
direction the profession is going.  Just be sure that you plan the e-file
system and its security (and backup) carefully, including consideration of
how to retain flexibility for future changes in technology.

Chuck

At 08:57 AM 6/15/2004, you wrote:
>Cornell currently stores proposal and award files in individual grant and
>contract staff offices.  As part of possible move to new space we are
>considering going to a centralized (high density, mechanical) storage
>system for awards and/or proposals.  We would like to poll other offices
>to ask;
>
>    1) Do you keep your files in a single central location or distributed
> to personal offices?
>    2) What do you consider the pros and cons to your file storage setup?
>
>Thanks
>
>
>***************************
>Tammy Custer
>Grant and Contract Officer/Electronic Systems Specialist
>Office of Sponsored Programs
>Cornell University
>120 Day Hall
>Ithaca, NY  14853
>P: (607) 255-5066
>F: (607) 255-5058
>http://www.osp.cornell.edu
>http://www.people.cornell.edu/pages/tjb3/
>***************************
>Hard work spotlights the character of people:  some turn up their sleeves,
>some turn up their noses, and some don't turn up at all!
>The sweetness of chocolate can counteract the bitterness of daily life.
>
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Herbert B. Chermside, CRA
Special Asst. to VP-Research
Virginia Commonwealth University
PO BOX 980568
Richmond, VA  23298-0568
Voice:  804-827-6036
Fax     804-828-2051
e-mail xxxxxx@vcu.edu

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