At VCU we are subject to meeting state record retention policies, but,
luckily, those policies allow us to have major input into retention
periods.  Our policy is, essentially, 5 years after closing transaction
(unless open for audit) UNLESS document controlling the file has a longer
requirement.

As a default we know that all federal assistance, (so far) all federal
contracts, all state of Va awards (same rules, see!), and some other
categories do NOT exceed the state's 5 years.

Record destruction is a routine, usually done in autumn because we do it by
fiscal year (6/30) groupings.  State policy requires us to keep a record of
the files destroyed.

Chuck

At 10:16 AM 7/27/99 -0700, you wrote:
>Dear colleagues:
>
>The need for a record retention policy for Sponsored Programs at my
>university has recently become apparent to me (as I drown in paper).
>Rather than reinvent the wheel, I wondered if any of you have record
>retention policies that you could share?  Email them to me or send me a
>URL if you have the policy on the web.
>
>Thanks for any help you can provide!
>
>Rochelle Athey
>Sponsored Programs Director
>CPSU Foundation
>xxxxxx@calpoly.edu
>805-756-1123
>805-756-5588 fax
>
>
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Herbert B. Chermside, CRA
Director, Sponsored Programs Administration
Virginia Commonwealth University
PO BOX 980568
Richmond, VA  23298-0568
Express Delivery Only:
 Sanger Hall, Rm. 1-073
 11th & Marshall Streets
 Richmond, VA  23219
Voice:  804-828-6772
Fax     804-828-2521
OFFICE e-mail   xxxxxx@VCU.EDU
Personal e-mail xxxxxx@vcu.edu
http://views.vcu.edu/views/ospa/

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