GRANT RECORDS - HISTORICAL

4808-01 (A)

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: (A) Records and final reports from grants that are deemed by the office to be significant because of either fiscal, administrative or historical value are to be retained permanently. AUTHORITY: OAR 166-200-0220[1]