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Grant and Cooperative Agreement Records - GRS 1.2

  1. Grant and cooperative agreement case files.

Official record of applicant case files held in the office of record. Case files containing records relating to individual grant or cooperative agreements. Records include, but are not limited to:

  • applications, forms, and budget documents
  • evaluation reports, panelist comments, review ratings or scores
  • Notice of Grant Award or equivalent and grant terms and conditions
  • state plans, if any (submissions from states that assure compliance with all applicable Federal statutes and regulations in effect with respect to the period for which the State receives funding)
  • funding amendment requests and actions, if any
  • periodic and final performance reports (progress, narrative, financial)
  • audit reports and/or other monitoring or oversight documentation
  • summary reports and the like

Legal citation: 31 U.S.C. 3731(b), False Claims Act

  1. Successful applications.

DISPOSITION: Temporary. Destroy 10 years after final action is taken on file, but longer retention is authorized if required for business use.
Disposition Authority: DAA-GRS-2013-0008-0007, Item 020

  1. Unsuccessful applications.

DISPOSITION: Temporary. Destroy 3 years after final action is taken on file, but longer retention is authorized if required for business use.
Disposition Authority: DAA-GRS-2013-0008-0006, Item 021

  1. All other copies. Copies used for administrative or reference purposes.

DISPOSITION: Temporary. Destroy when business use ceases.
Disposition Authority: DAA-GRS-2013-0008-0002, Item 022