Records of grants from internal and external funding sources are important as a record of the intellectual life of the University. In addition, they have legal, administrative, and financial value. Generally administered through the Office of Research and Creative Scholarship, these records are maintained in their central files. A copy of those files, when closed, should be transferred to the archives, as should documentation of any internal and external grants not administered by the Office of Research and Creative Scholarship.

Records related to grants should be maintained by the office administering the grant, such as the Office of Research and Creative Scholarship and the various colleges, schools and departments. Retention in the office of origin should be only as long as necessary to satisfy legal, administrative, or financial requirements. Thereafter, grant files should be transferred to the Archives by the office administering the grants. These records should include but are not limited to:

1. The proposal
2. The contract documents
3. Substantive correspondence, such as with the funding agency
4. Financial records (consult the retention schedule for financial documents)
5. The final report