I start the clock on grant file retention on the closeout date.  When
the grant is closed out, I write on the front of the folder the number
of years that the file must be retained.  We have some cases where we
are a subawardee and the contract specifies a seven-year period for
retention.

Because I am in a central office, the proposal, correspondence,
financial statements and reports are all filed together.  When closeout
occurs, I write any important notes on the outside of the topmost
folder.  Then I put a big elastic around the whole pile.  Storage is
going to become an issue pretty soon.  Items past the retention date are
shredded unless there is historical interest in keeping the file.

Landy

-------------------------------------
Landy C. Johnson, MPA, Ph.D.
Director of Grant Development
Assumption College
500 Salisbury St.
Worcester, MA  01609-1296
508-767-7666
xxxxxx@assumption.edu
www.assumption.edu/research

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