25 CAR § 60-109 – General Schedule (GS) 07 — Grant records

(a)
1. (1) This category includes records generated in the administration of grants either issued by the state or received by state agencies.
2. (2) Records include:
  1. (A) Grant applications;
  2. (B) Grantor and grantee correspondence and official responses;
  3. (C) Grant contracts;
  4. (D) Fiscal records;
  5. (E) Compliance reports;
  6. (F) Administrative correspondence;
  7. (G) Grant products; and
  8. (H) Related records.
(b)
1. (1) The following records retention periods reflect the retention of the official record regardless of media.
2. (2) Copies used for specific legal, fiscal, or administrative purposes may be either:
  1. (A) Retained using the retention for the official copy; or
  2. (B) Scheduled separately if a different retention is required.

(c) Copies of these documents preserved only for convenience of reference or informational purposes may be discarded when no longer needed.

Record Number & Category Title	Record Description	Minimum Retention Period
GS 07001Grants Issued - Application, Administrative and Program Files	Documentation of awarding agency’s grants and grant programs including grant announcements, parameters, grant applications, grant evaluation summaries, notification of grant awards, fiscal reports, correspondence related to grant monitoring, audit reports and related documentation including grant project status and progress and compliance reports prepared and submitted by grantees	Until authorized by the legislative auditor or in compliance with grant regulations and specifications, whichever is greater
GS 07002Grants Denied	Documentation of grants administered by the state in which the application has been denied including applications, grant evaluation summaries, letters of denial and other related documentation	1 year
GS 07003Grants Received	Documentation of grant projects and funds received and expended by state agencies including copies of Requests for Proposals, applications, notification of grant awards, fiscal reports and supporting documentation, reports and correspondence related to grant monitoring, audit reports, status reports, compliance reports, grant modification requests, progress reports and final reports	Until authorized by the legislative auditor or in compliance with grant regulations and specifications, whichever is greater