5.3 Grant Files

Statement

Records of grants from external funding sources are administered through the Division of Research Development and Administration (DRDA) and are maintained in DRDA's central files. A microfilmed copy of the closed files are eventually placed in the archives. Documentation of internal grants, which are not administered through DRDA, should also eventually be placed in the archives.

Responsibility of the Office Generating the Records

  1. Documentation of grants should be maintained by the unit administering the grant, such as the Division of Research Development and Administration, the Horace H. Rackham School of Graduate Studies, or the Medical School as long as necessary to satisfy legal, administrative, or fiscal requirements. When those requirements have been fulfilled, grant files should be transferred to the archives by the unit administering the grants. They may be transferred in paper, microform, or digital formats, pending review by the University Archives and Records Program staff.
  2. Grant files should include:
    1. the proposal;
    2. the contract documents;
    3. substantive correspondence;
    4. and the final report.

Refer to the Standard Practice Guide section on financial records for information about financial records related to grants.

UARP Records Policy and Procedures Manual - January 1993, 1st ed.,
September 2002, 2nd ed.