Managing Grant and Research Records Kira B. Homo Electronic Records Archivist Special Collections and University Archives Knight Library.

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Presentation transcript:

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) Records retention schedule is an Oregon Administrative Rule ( ) - 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 -

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

“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 Other Copies

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 How long do I keep records?

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 When does the clock start?

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:

Questions? Kira B. Homo 208 Knight Library