Transcript Document
Managing Grant and
Research Records
Kira B. Homo
Electronic Records Archivist
Special Collections and University Archives
Knight Library
Why care about records management?
Efficiency
Getting the right information to the right people at the
right time.
Risk - It’s the law
Our records policies are in statute or state rule
• Oregon Public Records Law (ORS 192, 357) http://www.leg.state.or.us/ors/
• Records retention schedule is an Oregon Administrative Rule
(166-475) - http://libweb.uoregon.edu/records/schedule/
These are the university’s records, not your stuff to take
care of. Responsible stewardship includes timely
destruction.
Records Policies
Records Retention – Addresses risk
Periods are mandatory with minimum-maximum
requirements
• Example: Employee search of retained records is 3 years =
keep for 3 years and destroy at that 3 year mark.
Timely destruction saves resources
• Reduces time locating files
• Frees up office and storage space
• Reduces legal and financial risk
Records Retention schedule http://libweb.uoregon.edu/records/schedule/
Files Management
How to get rid of your PILING system and get a
FILING system that works
Elements of an effective filing system:
• Simple and easy to use
• Incorporates retention periods into groupings
• Works for both paper and electronic files
Filing system types:
• Alphabetical, chronological, geographic, alphanumeric
hybrid
Developing a file plan that’s consistent for paper and
digital files will help save time finding and destroying files
Record Copy
“Official” record of grant activity
SPS holds record copies in most cases
Record copy holder is responsible for:
• Maintaining non-permanent records according to
schedule
• Confidential destruction of records according to their
retention periods
• Transfer of permanent records to University Archives
Other Copies
“Unofficial” record of grant activity
Various people may have “Other” copies:
• PI
• DGA
• Department/center/institute support staff
Copy holder is responsible for:
• Transfer of the record copy to SPS
• Confidential destruction of other copies according
to their retention periods
How long do I keep records?
Different records have different retention
periods
Most grant records have retention periods of
three or five years
Some records have retention periods as short
as 1 year or as long as six years
Grant and research records’ retention periods
are spelled out in OAR 166-475-0060
When does the clock start?
Retention clock starts ticking:
Date of award
Activity start/completion date
Grant end date
Date final financial report is submitted
Human/animal subjects protocol
approval/expiration date
Record creation date
Take home message
Good records management saves time,
money and reduces risk.
Records management can make your
work environment less stressful and
overwhelming.
OUS Records Retention Schedule:
http://libweb.uoregon.edu/records/schedule/
http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_166/166_475.html
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Questions?
Kira B. Homo
208 Knight Library
[email protected]
541-346-2487