Record Retention

Categories:

Updated: 05.08.2025

Created: 03.25.2021

Introduction

While we live in the Information Age, not all information created or received by an organization rises to the level of being an official business record – this important subset requires deliberate management because these records provide evidence of business transactions, decisions and satisfaction of legal obligations.

Record Retention Reference Guide

Business Transaction Records Not Contract or Grant Related	AGM 3.1.5 Retention of Financial Records
Direct Charges and Revenues – Sponsored Projects	Uniform Guidance 200.334 FAR Subpart 4.7 – Contractor Records Retention AGM 3.1.5
Documents Included in F&A Rates	Uniform Guidance 200.334 Retention Requirements for Records
EH&S training	EH&S Policy on Training Record Retention
Employee Payroll Information	FAR Subpart 4.7 – Contractor Records Retention AGM 3.1.5 Retention of Financial Records
Equipment/Property Records	Uniform Guidance 200.334 Retention Requirements for Records FAR Subpart 4.7 – Contractor Records Retention Property Management Manual Chap. 3.3 Records AGM 3.1.5 Retention of Financial Records
Other Depreciable Assets	AGM 3.1.5 Retention of Financial Records
Personnel Files	AGM 2.1.3 Personnel Files and Data
Petty Cash Receipts - Contracts	FAR Subpart 4.7 – Contractor Records Retention
Program Income	Uniform Guidance 200.333
Research Data including Lab Notebooks	RPH 1.9 Retention of and Access to Research Data
Student Records	GAP 8.3 Retention of Student Records
Taxable Income (UBI)	AGM 3.1.5 Retention of Financial Records
Tax-Exempt Debt Related Records	AGM 3.1.5 Retention of Financial Records