3f. Storing and Retrieving Records

Storing Records

Different grantors have different requirements for the length of time that grant records must be stored.

Therefore, ACC has opted to apply the most conservative requirement and store all grant records for 7

years after the end of the grant period.

• Records for the past 3 fiscal years are kept in the Grant Accounting Department. Older records are transferred to the Records Management department.
• All grant files are categorized according to the fiscal year in which the grant ended. A grant that ended on 8/31/08, therefore, would be stored with the FY08 files. It would be transferred to the Records Management area after 8/31/2011, and destroyed after 8/31/15.

To store records (paper files only thru FY14) in the Restricted Accounting department:

• After all year end closing procedures have been completed (usually around December), collect files for all grants that ended in the closed fiscal year.
• These files should be stored together in the designated file cabinets, and the drawer should be labeled by fiscal year.

To store records in the Records Retention department:

• Grant files that are now older than 3 fiscal years should be transferred to Records.
• Request boxes and a Records Transmittal form from the Records Management department. The transmittal form will have a unique number ID on it.
• Place the grant files in the records boxes, making sure that everything is clearly labeled and that the box is not over‐stuffed.
• Make sure to keep a detailed log of which grant files are in each box.
• Complete a Shipping Label for each box (labels can be found on the Records Management website). Make sure to fill in the transmittal number that is found on the transmittal form.
• Complete the Records Transmittal form, making sure to list all boxes, and place the form inside of the first box in the series.
• Make sure to give a copy of all paperwork to the director over the grants department.
• Call the Records Management department to arrange for them to review the records. Once they review the boxed records and approve of them, they will arrange to have them picked up and transferred to the Records Management area.

Retrieving Records

To retrieve grant files from Records Management:

• Records can only be requested by their owners, or by an authorized representative of the department that created the records.
• To request that Records Management retrieve a specific grant file, complete the online request form.
• Refer to the copies of past Records Transmittal forms in the director's office, and provide as much information as possible to the Records Management department so that they can quickly and easily retrieve the correct file.