General Record Category Type of Record Retention Period OAR #
Commercial Companies Records Cash receipt acknowledgments 5 years 166-475-0060(1)
Commercial Companies Records Requests for sample products 5 years 166-475-0060(1)
Commercial Companies Records Acceptances of products 5 years 166-475-0060(1)
Commercial Companies Records Related correspondence 5 years 166-475-0060(1)
Conflict of Interest Forms Conflict of interest and commitment disclosure form 3 years 166-475-0060(2)
Conflict of Interest Forms Related Documentation and Correspondence 3 years 166-475-0060(2)
Grant Direct Payment Records Cash position reports 5 years 166-475-0060(3)
Grant Direct Payment Records Spreadsheets of various federal sources and cash needs 5 years 166-475-0060(3)
Grant Direct Payment Records Requests for cash 5 years 166-475-0060(3)
Grant Direct Payment Records Credit advice from the U.S. Treasury 5 years 166-475-0060(3)
Grant Direct Payment Records Related Documentation and Correspondence 5 years 166-475-0060(3)
Grant Indirect Cost/Returned Overhead Records Spreadsheets 5 years after final financial report is submitted and account is closed unless otherwise specified as longer by terms of contract for all other records 166-475-0060(4)
Grant Indirect Cost/Returned Overhead Records Worksheets 5 years after final financial report is submitted and account is closed unless otherwise specified as longer by terms of contract for all other records 166-475-0060(4)
Grant Indirect Cost/Returned Overhead Records Related Documentation and Correspondence 5 years after final financial report is submitted and account is closed unless otherwise specified as longer by terms of contract for all other records 166-475-0060(4)
Grant Funded Projects Research Records Final research report Permanent 166-475-0060(5)
Grant Funded Projects Research Records Research data 5 years after final financial report is submitted and account closed unless otherwise specified as longer by terms of contract for all other records 166-475-0060(5)
Grant Funded Projects Research Records Working papers 5 years after final financial report is submitted and account is closed unless otherwise specified as longer by terms of contract for all other records 166-475-0060(5)
Grant Funded Projects Research Records Research/activity reports 5 years after final financial report is submitted and account is closed unless otherwise specified as longer by terms of contract for all other records 166-475-0060(5)
Grant Funded Projects Research Records Summary reports 5 years after final financial report is submitted and account is closed unless otherwise specified as longer by terms of contract for all other records 166-475-0060(5)
Grant Funded Projects Research Records Related Documentation and Correspondence 5 years after final financial report is submitted and account is closed unless otherwise specified as longer by terms of contract for all other records 166-475-0060(5)
Grant Proposal Funded Records Supporting statistics Permanent 166-475-0060(6)
Grant Proposal Funded Records Demographic data Permanent 166-475-0060(6)
Grant Proposal Funded Records Draft proposals Permanent 166-475-0060(6)
Grant Proposal Funded Records Suggested revisions 5 years after final financial report is submitted and account is closed unless otherwise specified as longer by terms of contract for all other records 166-475-0060(6)
Grant Proposal Funded Records Final proposals Permanent 166-475-0060(6)
Grant Proposal Funded Records Related Documentation and Correspondence Permanent 166-475-0060(6)
Grant Proposal Unfunded Reports Supporting statistics 18 months after submission 166-475-0060(7)
Grant Proposal Unfunded Reports Demographic data 18 months after submission 166-475-0060(7)
Grant Proposal Unfunded Reports Draft proposals 18 months after submission 166-475-0060(7)
Grant Proposal Unfunded Reports Suggested revisions 18 months after submission 166-475-0060(7)
Grant Proposal Unfunded Reports Final proposals 18 months after submission 166-475-0060(7)
Grant Proposal Unfunded Reports Related Documentation and Correspondence 18 months after submission 166-475-0060(7)
Grants and Contracts Accounting Records Project summaries 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Grant authorizations 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Contract documents 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Project budget change and adjustment forms 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Invoices 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Receipts 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Cashier's Receipts 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Equipment purchase orders; 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Prior approval request forms 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Account request forms 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Vendor telephone contact logs 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Subcontracts 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Grants and contracts monthly budget summary statements 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Institution billing balance sheets 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records SF272 reports for grants and contracts that are operating on direct payments 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Final financial reports 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Property reports 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Patent/invention reports 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Contractor's release report 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Assignment of refunds and rebates documents 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Equipment disposition reports 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Grants and Contracts Accounting Records Related Documentation and Correspondence 5 years after annual or final financial report is submitted unless otherwise specified as longer by the terms of the contract 166-475-0060(8)
Human Subjects Records Applications for approval by the Board 5 years after completion of the project/contract for funded projects 166-475-0060(9)
Human Subjects Records Protection of Human Subjects form (OMB-0531-0009) 5 years after completion of the project/contract for funded projects 166-475-0060(9)
Human Subjects Records Protection of Human Subject Assurance/Certification/Declaration forms (OMB-0925-0637) 5 years after completion of the project/contract for funded projects 166-475-0060(9)
Human Subjects Records Descriptions of protocol 5 years after completion of the project/contract for funded projects 166-475-0060(9)
Human Subjects Records Signed consent forms 5 years after completion of the project/contract for funded projects 166-475-0060(9)
Human Subjects Records Sample questionnaires or surveys 5 years after completion of the project/contract for funded projects 166-475-0060(9)
Human Subjects Records Copies of grant proposals  5 years after completion of the project/contract for funded projects 166-475-0060(9)
Human Subjects Records Review Summaries 5 years after completion of the project/contract for funded projects 166-475-0060(9)
Human Subjects Records Related memoranda and correspondence 5 years after completion of the project/contract for funded projects 166-475-0060(9)
Human Subjects Records Applications for approval by the Board 3 years for unfunded/withdrawn/denied project applications and documents 166-475-0060(9)
Human Subjects Records Protection of Human Subjects form (OMB-0531-0009) 3 years for unfunded/withdrawn/denied project applications and documents 166-475-0060(9)
Human Subjects Records Protection of Human Subject Assurance/Certification/Declaration forms (OMB-0925-0637) 3 years for unfunded/withdrawn/denied project applications and documents 166-475-0060(9)
Human Subjects Records Descriptions of protocol 3 years for unfunded/withdrawn/denied project applications and documents 166-475-0060(9)
Human Subjects Records Signed consent forms 3 years for unfunded/withdrawn/denied project applications and documents 166-475-0060(9)
Human Subjects Records Sample questionnaires or surveys 3 years for unfunded/withdrawn/denied project applications and documents 166-475-0060(9)
Human Subjects Records Copies of grant proposals  3 years for unfunded/withdrawn/denied project applications and documents 166-475-0060(9)
Human Subjects Records Review Summaries 3 years for unfunded/withdrawn/denied project applications and documents 166-475-0060(9)
Human Subjects Records Related memoranda and correspondence 3 years for unfunded/withdrawn/denied project applications and documents 166-475-0060(9)
Institutional Animal Care and Use Records Institutional animal care and use forms 3 years after completion of the activity 166-475-0060(10)
Institutional Animal Care and Use Records Research proposal check-off forms 3 years after completion of the activity 166-475-0060(10)
Institutional Animal Care and Use Records Related correspondence 3 years after completion of the activity 166-475-0060(10)
Institutionally Funded Research Records Applicant case files 5 years 166-475-0060(11)
Institutionally Funded Research Records Agendas Permanent 166-475-0060(11)
Institutionally Funded Research Records Minutes Permanent 166-475-0060(11)
Institutionally Funded Research Records Reports 1 year 166-475-0060(11)
Institutionally Funded Research Records Notes 1 year 166-475-0060(11)
Institutionally Funded Research Records Working papers 1 year 166-475-0060(11)
Institutionally Funded Research Records Funding summaries 5 years 166-475-0060(11)
Institutionally Funded Research Records Award letters 1 year 166-475-0060(11)
Institutionally Funded Research Records applications for research support 5 years 166-475-0060(11)
Institutionally Funded Research Records Personal data 1 year 166-475-0060(11)
Institutionally Funded Research Records Final research reports Permanent 166-475-0060(11)
Institutionally Funded Research Records Related Documentation and Correspondence 1 year 166-475-0060(11)
Laboratory Notebooks Notebooks 6 years after completion of project 166-475-0060(12)
Laboratory Notebooks Binders 6 years after completion of project 166-475-0060(12)
Laboratory Notebooks Notes 6 years after completion of project 166-475-0060(12)
Laboratory Notebooks Any other type of journal format 6 years after completion of project 166-475-0060(12)
Laboratory Reports Case numbers 6 years 166-475-0060(13)
Laboratory Reports Client names 6 years 166-475-0060(13)
Laboratory Reports Details of tests and procedures performed 6 years 166-475-0060(13)
Laboratory Reports Test results 6 years 166-475-0060(13)
Laboratory Reports Evaluations 6 years 166-475-0060(13)
Laboratory Reports Related data 6 years 166-475-0060(13)
Non-Grant Funded Research Project Records Research data 5 years for financial records; 1 year after close of project for all others 166-475-0060(14)
Non-Grant Funded Research Project Records Working papers 5 years for financial records; 1 year after close of project for all others 166-475-0060(14)
Non-Grant Funded Research Project Records Research/activity reports 5 years for financial records; 1 year after close of project for all others 166-475-0060(14)
Non-Grant Funded Research Project Records Summary reports 5 years for financial records; 1 year after close of project for all others 166-475-0060(14)
Non-Grant Funded Research Project Records Final Reports Permanent 166-475-0060(14)
Non-Grant Funded Research Project Records Related Documentation and Correspondence 1 year after close of project 166-475-0060(14)
Other Payroll Expenses (OPE) Reports Employee names 6 years 166-475-0060(15)
Other Payroll Expenses (OPE) Reports Social Security Numbers 6 years 166-475-0060(15)
Other Payroll Expenses (OPE) Reports Institutions 6 years 166-475-0060(15)
Other Payroll Expenses (OPE) Reports Classifications of positions 6 years 166-475-0060(15)
Other Payroll Expenses (OPE) Reports Units of employment 6 years 166-475-0060(15)
Other Payroll Expenses (OPE) Reports Pay periods 6 years 166-475-0060(15)
Other Payroll Expenses (OPE) Reports Gross pay amounts 6 years 166-475-0060(15)
Other Payroll Expenses (OPE) Reports Various withholdings 6 years 166-475-0060(15)
Other Payroll Expenses (OPE) Reports Overhead amounts 6 years 166-475-0060(15)
Other Payroll Expenses (OPE) Reports Accounts used to pay employees 6 years 166-475-0060(15)
Personnel Activity Report forms (PAR) Employee name 6 years 166-475-0060(16)
Personnel Activity Report forms (PAR) Social Security Numbers 6 years 166-475-0060(16)
Personnel Activity Report forms (PAR) Monthly salary report 6 years 166-475-0060(16)
Personnel Activity Report forms (PAR) Department code 6 years 166-475-0060(16)
Personnel Activity Report forms (PAR) Account name and number 6 years 166-475-0060(16)
Personnel Activity Report forms (PAR) Transaction codes 6 years 166-475-0060(16)
Personnel Activity Report forms (PAR) Pay amounts for each account number 6 years 166-475-0060(16)
Personnel Activity Report forms (PAR) PAR codes 6 years 166-475-0060(16)
Personnel Activity Report forms (PAR) Comments 6 years 166-475-0060(16)
Personnel Activity Report forms (PAR) Authorizing signatures 6 years 166-475-0060(16)
Personnel Activity Report forms (PAR) Dates of authorization 6 years 166-475-0060(16)
Scientific Misconduct Reports Accusation statements 6 years after the expiration of the grant 166-475-0060(17)
Scientific Misconduct Reports Inquiry committee findings 6 years after the expiration of the grant 166-475-0060(17)
Scientific Misconduct Reports Related correspondence 6 years after the expiration of the grant 166-475-0060(17)
Scientific Misconduct Reports Accusation statements 1 year after end of litigation 166-475-0060(17)
Scientific Misconduct Reports Inquiry committee findings 1 year after end of litigation 166-475-0060(17)
Scientific Misconduct Reports Related correspondence 1 year after end of litigation 166-475-0060(17)
Technology Transfer Records Original patents Permanent 166-475-0060(18)
Technology Transfer Records Patent applications Permanent 166-475-0060(18)
Technology Transfer Records International licensing agreements Permanent 166-475-0060(18)
Technology Transfer Records Agreements giving permission for institutional research to use other patented inventions in their research Permanent 166-475-0060(18)
Technology Transfer Records Related documents and correspondence 6 years 166-475-0060(18)
Technology Transfer Records Invention disclosure form that lists the names of the inventors Permanent 166-475-0060(18)
Technology Transfer Records Descriptions and title of inventions 6 years 166-475-0060(18)
Technology Transfer Records Sources of funding to create the inventions 6 years 166-475-0060(18)
Technology Transfer Records Details of the provenance of the inventions and their documentation 6 years 166-475-0060(18)
Technology Transfer Records To whom the inventions have been disclosed Permanent 166-475-0060(18)
Technology Transfer Records Suggested manufacturers 6 years 166-475-0060(18)
Technology Transfer Records Reports issued concerning the inventions 6 years 166-475-0060(18)
Technology Transfer Records Signature of inventors and technically qualified witnesses Permanent 166-475-0060(18)