Research RS12 - Research Grants and Awards - Internal

Accessed:	2026-07-17
Purpose of series:	Records series documenting the administration of internally adjudicated research funds.
Scope and contents:	Includes (but is not limited to): applications, award notices, evaluations, reports, and related correspondence.
Cross reference:	For contracts and agreements see: Research Contracts and Agreements (RS10); For committee records, see: Institutional Committees (GV12)For financial records related to research accounting see: Finance - Research Accounting (FN14); For financial documentation processed centrally with Financial Services see: Financial Transactions - Processed Centrally (FN10). For financials processed internally by unit see: Financial Transactions - Processed by Unit (FN11); For contracts and agreement see - Research - Research Contracts and Agreements (RS10).
Exceptions:	External research grants and awards see: Research - Research Grants and Awards - External (RS13)

Primary offices:	Office of Research Services, Unit responsible for allocating research funds
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Transfer to University Archives
Primary office retention period:	10 years*
Primary office retention instructions:	Funded research: S/O = Awarded project period end date, records retained for 10 additional years, then transferred to the University Archives for selective retention. Non-initiated research applications or proposals: S/O = The end of the fiscal year (FY) the application or proposal denied or withdrawn, records retained for 2 additional years, then securely destroyed.

Secondary offices:	Units
Secondary office retention trigger:	Fiscal Year
Secondary office disposition:	Secure Destruction
Secondary office retention period:	3 years
Secondary office retention instructions:	Record closed on the fiscal year (FY), retained for 3 years and then securely destroyed.

Retention rationale:

Expected Operational Use, Income Tax Act, and Appeal Period.

Vital records	Electronic systems	Personal information	Official media
No	NAS, SharePoint, Romeo	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-12-13	2022-01-21 11:18:57	cr618206	Sensitive

Notes: