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
![Time](/recmgt/sites/default/files/image/folders-stopwatch.png)
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](/recmgt/sites/default/files/image/folders-calendar.png)
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Application withdrawn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