Effective Date: |
March 22, 2022 |
Function: |
Sponsored Programs Administration |
Contact: |
The purpose of this schedule is to ensure an efficient and uniform systematic control of record keeping and destruction related to sponsored agreements consistent with the RF Records Management Policy.
The table below identifies the minimum legal and corporate requirements for paper and/or data records applicable to sponsored project administration2. If a sponsor requires records to be retained for a longer period than required by this schedule, the sponsor’s requirements take precedence and must be followed.
Record Type |
Office Record |
Retention Period |
Justification |
Award Billing Files |
Decentralized operating locations, and Central Office on behalf of centralized locations |
6 years after award closed date |
RF Corporate Business Practice |
Award Correspondence Files (includes financial reports) |
Decentralized operating locations, and central office on behalf of centralized locations |
6 years after award closed date |
RF Corporate Business Practice |
Grant Agreements, Prime Contract Files, Subcontracts, Lease Agreements, Consultant Agreements |
Decentralized operating locations, and central office on behalf of centralized locations |
6 years after award closed date |
RF Corporate Business Practice |
Cost Sharing by Grant Report
Legacy - RPADD301 |
N/A |
6 years after award closed date |
RF Corporate Business Practice |
________________
1 For questions regarding the appropriate retention for any record type not included in the schedule above please contact the Office of Compliance Services at RFCompliance@rfsuny.org.
2 Industry sponsored Agreements that contain language related to the development or commercialization of intellectual property, including the ownership, transfer, or assignment thereof should be retained pursuant to the Technology Transfer Retention Schedule. Any questions regarding the applicability of an agreement type to this schedule should be directed to RF’s Office of Industry and External Affairs at innovationandpartnerships@rfsuny.org
Record(s) - any information kept, held, filed, produced, or reproduced in any form whatsoever, including electronic, by or on behalf of the Research Foundation or Research Foundation employees, in their capacity as employees of the Research Foundation. Records include, but are not limited to: reports; statements; examinations; memoranda; opinions; folders; files; books; manuals; pamphlets; forms; papers; designs; drawings; maps; photos; letters; microfilms; computer tapes or discs; rules; and regulations or codes, in connection with the transaction of Research Foundation business.
Record Retention: Technology Transfer Records
Record Retention: Destruction of Records Guideline
Date |
Summary of Change |
March 22, 2022 |
Removed references to Technology Transfer Records (now a separate schedule) and updated the schedule in new format to clarify retention requirements. |
April 7, 2006 |
Replaced paragraphs of "Technology Transfer Documents" and "Patent Records, Includes Patents, Applications, Agreements" under |
March 21, 2006 |
Replaced first paragraph of "Technology Transfer Documents" under "Office of Record" to remove the phrase, "decentralized campus |
November 14, 2001 |
Replaces "Requirements for Project Administration" table in previously issued "Record Retention Guidelines." |