GRANT RECORDS - STANDARD

4808-01 (B)

Records document the application, evaluation, awarding, administration, monitoring, and status of grants in which the City is the recipient. Grants may come from federal or state governments or foundations and other private funding sources. Records may include, but are not limited to, applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notifications; grant evaluation records and recommendations concerning grant applications; grant administration records including progress reports, budgets, project objectives, proposals, and summaries; records documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation. Records include those used to determine allocation of central service cost to bureaus; allocation amounts, methodology and base data of services charged; and dollar amounts charged to each bureau for cost centers. Confidential? No Vital Record? Yes Record Copy? Yes RETENTION: (B) Records and reports from grants that are not deemed by the office to have permanent historical value are to be retained 10 years after close-out, or as specified in agreement, whichever is longer. Closeout means: the grant is no longer active; any required expenditure or other reports have been submitted and approved; and any other terms of agreement have been met. AUTHORITY: OAR 166-200-0220[1]