Grant Proposal Records

Records that document a proposal for internal or external grant monies. File may include correspondence, report, application and other related records.



Retention Period

If grant proposal was rejected: Retain until administrative usefulness is complete then dispose of. If grant proposal was accepted then place proposal with Grant Files (Accepted). Retain for three years from the date of submission of the final expenditure report or, for awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial reports. The exceptions are the following: 1. If any litigation, claim, or audit is started before the expiration of the three-year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved and final action taken. 2. Records for real property and equipment acquired with Federal funds shall be retained for three years after final disposition.


34 C.F.R. 74.53; 45 C.F.R. 74.53; 45 C.F.R. 92.42

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008