Dear resadm-l colleagues:

I wanted to send you a summary of the responses to my record retention
question of a couple of weeks ago.  Specifically, I asked if anyone had
policies on record retention that they could share with me.  The
responses are summarized below:

University of Washington's policy/purge information is at:
http://www.washington.edu/admin/recmgt/

University of Notre Dame's data retention policy is at:
http://www.nd.edu/~research/Pol_Proc/Handbk.html

Virginia Commonwealth University follows state policies.  For the most
part, the retention period is 5 years after the closing transaction
unless the sponsor requires a longer retention period.  Destruction of
records occurs by fiscal year groupings and a record is retained of the
files destroyed.

Florida A&M University follows A-110 (3 years after award closeout)
unless the sponsor requires a longer retention period.  The rest of the
university is on a five year retention schedule.

The University of Tennessee system record retention policy is at:
http://solar.cini.utk.edu/ams/5150.htm.  However, they retain "recently
departed" files in a separate section for a year and then move them to
archives for 10 years and then schedule them for shredding.

The University of California Records Retention schedule is at:
http:/www.abs.uci.edu/depts/mailrec/uci-ppm/procs/700/i.html#I-D

The University of North Dakota retains award files for three years after
close of the project account(s).  If the project is being audited, the
retention period will extend three years beyond the final audit
decision.  They retain patent information/data forever.  For unfunded
proposals, they return the material to the PI or discard it depending on
the PI's preference.

Children's Mercy Hospital retains award files for three years after
termination unless the sponsor requires a longer retention period.

Bowling Green State University retains award files for three years after
the final grant year has ended.  Non-funded proposals are retained for
three years from the date of application and then destroyed.  Ohio Board
of Regents Challenge grant files (both funded and denied) are retained
at least five years in the office then transfered to BGSU Archives.

Thank you to everyone who responded!  FYI -- I've decided our policy at
Cal Poly Sponsored Programs will be to retain award files for 3 years
after the last transaction (usually final payment) or longer if required
by the sponsor or by an ongoing audit.  I have lots of files to shred!!

Rochelle Athey
Sponsored Programs Director
CPSU Foundation

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