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

2. 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) - http://www.leg.state.or.us/ors/ http://www.leg.state.or.us/ors/ Records retention schedule is an Oregon Administrative Rule (166-475) - http://libweb.uoregon.edu/records/schedule/http://libweb.uoregon.edu/records/schedule/ These are the university’s records, not your stuff to take care of. Responsible stewardship includes timely destruction.

3. 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 - http://libweb.uoregon.edu/records/schedule/ http://libweb.uoregon.edu/records/schedule/

4. 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

5. 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

6. “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

7. 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 166-475-0060 How long do I keep records?

8. 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?

9. Take home message  Good records management saves time, money and reduces risk.  Records management can make your work environment less stressful and overwhelming.

10. OUS Records Retention Schedule: http://libweb.uoregon.edu/records/schedule/ http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_166/166_475.html 10

11. Questions? Kira B. Homo 208 Knight Library khomo@uoregon.edu 541-346-2487