The following are examples of folder structures for different types of records. If you are unsure about how your records fit in, contact us.
RESEARCH AND GRANT/CONTRACT RECORDS
Type of Record
Possible Cutoffs
Use Folder Structure
Includes

Fixed in time
End of academic year
End of calendar year
End of fiscal year
End of quarter
Model structure:
Record Type
Year
Folder Name
Folder Name
Year
For example:
GCCRs
FY2021
Fatimah Erikson
Andrew Wilson
FY2020
Faculty Effort Certification (FEC)
Grant and Contract Certification Report
Indirect Cost -- Allowable Expense Reports
Indirect Cost -- Staff Activity Surveys
Type of Record
Possible Cutoffs
Use Folder Structure
Includes

Event based
Application withdrawn
Close of study
Close of study/ study termination
Denial/ notification of denial
Repository closed
Resolution of audit issues
Return from trip
Submission of a financial status report
Submittal
Termination of funding period
Termination of grant
Termination of project funded by award
Termination or expiration of instrument
Model structure:
Record Type
Active
Folder Name
Closed
Year
Folder Name
Year
For example:
Research Records
Open Studies
Humpback Population
Closed Studies
2021
Paddlefish Extinction
2020
Accounts Receivable
Applications and Administration Records for Grants/Contracts and Internal (UW) Research Support Funds
Audits - Sponsored Programs
Billing Source Documents for Grants/Contracts
Certificate of Exemption for Human Subjects Research
Conflict of Interest Files (COI)
Embryonic Stem Cell Research Oversight Research Application Files
Export Control Records for Grants/Contracts
Field Advances
Financial Records for Grants/Contracts
Human Subjects Research: Consent Forms
Human Subjects Research: Deliverables
Human Subjects Review Committee Applications
Project Review Forms (for Use of Animals in Research)
Registry Consent Forms
Repository Consent Forms
Research Data -- Drug Development
Research Records and Data
Time Reporting (ETR/PTR) for Grants/Contracts
Visa Travel Records