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Research Accounting - Project Files

Retention Rule Number: 
Specific Retention Rule 2000.25
Function/Activity: 
To document the management of and the reporting on funds received from internal and external sources for specific purposes - such as research projects, endowments and student awards.
Description/Type of Records: 
Notification of awards, contracts, agreements, terms of reference, Project Request Forms, financial statements, lists of project owners, spreadsheets, Team Authorization Forms, delegations of authority and correspondence.

Retention Rules

Office of Primary Responsibility (OPR)
Retention
Disposition
Office of Primary Responsibility (OPR): 

Research Accounting (Finance)

Office of Primary Responsibility (OPR): 

Project Files:

Office of Primary Responsibility (OPR): 

Clinical Trials involving US FDA*:

All other project files:

Retention: 

15 years from end of project

7 years from end of project

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Reconciliation Files:

Retention: 

7 years

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Team Authorization Forms and electronic Delegations of Authority:

Retention: 

7 years from end of project

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR)
Retention
Disposition

Office of Secondary Responsibility (OSR): 

Faculties and Departments and Administrative Units (except Development Office)

Retention: 

3 years

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Development Office

Retention: 

Until trust account closes

Disposition: 

Confidential shred or delete

*Note: Clinical Trial records -- retain for 15 years only when the Principal Investigator or the University of Calgary submits a marketing application to the U.S. Food and Drug Administration in order to comply with the U.S. Code of Federal Regulations, 21CFR 54.6 (b)(1).