Procedures

Research Records Retention

In order to meet the various federal and state requirements, the University retains research records for 20 years following the project close-out. It is anticipated that the PI and department will keep such records for the first five years, after which time they can be archived. If departmental storage space is unavailable for the first five years, contact the ORSP office to make alternate arrangements.

Such records include all original documents that pertain to grant funds, such as invoices, ProCard receipts, purchasing documents, student payroll documentation, work orders, and charges for services such as the mailroom, motor pool, bookstore, Chem Stores, and networking.

When preparing to store or achive, please use small banker boxes (16 L x 12 W x 10-1/2 H) and label them clearly (i.e., department name and time frame).

Additional Information. In March 2006, the Council on Governmental Relations (COGR), produced: Access to and Retention of Research Data: Rights and Responsibliities