All-University Records Retention Schedules

Research and Sponsored Project Records

Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.”
Export Control Records Provides a record of the documentation required to be retained on the exports of commodities, software, or technology from the United States. It also includes a record of any known re-exports, trans-shipment, or diversions of items exported from the United States as per Export Administration Regulation 762.6. Documentation includes export control documents, memoranda, invitations to bid, financial records, etc. Official Copy: Office of Research Assurances; Any Department Retention and Disposition: Retain for 5 years after termination of funding period, then destroy. DAN 20-08-69552 (Research and Sponsored Projects Records)
Grants Received by the University Records relating to grant projects and funds received and expended by the University, including any continuous grants. Includes, but is not limited to: Requests for Proposals (RFPs), University application; Notifications of grant awards, fiscal reports and supporting documentation; Grant monitoring, audit reports, compliance reports; Time keeping/time and effort reports and supporting documentation (if required); Modification requests, progress and status reports; Related correspondence/communications. Excludes final deliverables/reports covered by: State Publications (DAN GS 15008); Studies (Major)–Final Reports (Unpublished) (DAN GS 10016). State Note: If federal retention requirements are shorter than 6 years, the records must still be retained for the minimum 6 years after end of grant period/cycle to satisfy state requirements. WSU Notes: When the department retains an original of an expenditure document; e.g., procurement card receipt, time or leave report; the department is responsible for ensuring that the document is retained for either the stated cutoff and retention period for the records series (e.g., fiscal year plus 6 yrs.; termination of employment plus 6 yrs.), or the end of the grant period plus 6 yrs., or the end of the grant period plus the retention period required by the grant agreement, whichever is longer. Retain all grant documentation for end of grant period plus 6 yrs. or end of the grant period plus the retention period required by the grant agreement, whichever is longer. Regarding time/effort records: For federal awards issued prior to Dec. 26, 2014, refer to Office of Management and Budget (OMB) Circular A-21. For federal awards issued on or after Dec. 26, 2014, refer to the Code of Federal Regulations, Title 2, Part 200 (2 CFR 200). Official Copy: Sponsored Programs Services; Any Department Retention and Disposition: Retain for 6 years after end of funding period/grant cycle and completion of all grant requirements for that cycle (such as federal retention requirements, submission of financial status report, etc.), then destroy, except as noted. (Essential) Other Copies: Office of Research and Support Operations; Any Department DAN GS 23004 Rev. 2 (Research and Sponsored Projects Records)
Grants Received by the University–Unsuccessful Applications Records relating to unsuccessful grant applications made by the University to grant-issuing entities. Official Copy: Office of Research and Support Operations; Any Department Retention and Disposition: Retain until no longer needed for University business, then destroy. Other Copies: Principal Investigator; Any Department DAN GS 23006 (Research and Sponsored Projects Records)
Laboratory Notebooks (or Equivalent Records)–Patent Issued Provides a record of laboratory notebooks or equivalent records that support patents in which the University has an ownership interest. Official Copy: Principal Investigator Retention and Disposition: Retain for 23 years after patent issued, then destroy. Other Copies: Any Department Other Copies Retention and Disposition: Retain for 23 years after patent issued, then destroy. DAN 10-02-62201 (Research and Sponsored Projects Records)
Research Data Provides a record of compiled research data gathered during the course of a research project, regardless of whether or not funded by a grant or contract. May include data collection and evaluation, instruments, statistics, questionnaires and similar materials. Note: This records series does not cover records of research that results in protectable intellectual property to which the University may have an ownership interest. (See DAN 10-02-62202, DAN 10-02-62201, and DAN 10-02-62200.) Official Copy: Principal Investigator Retention and Disposition: Retain for 3 years after project completion, then destroy. Other Copies: Any Department Other Copies Retention and Disposition: Retain for 3 years after project completion, then destroy. DAN 11-12-63435 (Research and Sponsored Projects Records)
Research Data–Potential Protectable Intellectual Property (Patent Application Denied) Provides a record of compiled research data gathered during the course of a research project that may result in protectable intellectual property to which the University may have an ownership interest, regardless of whether or not the project is funded by a grant or contract, and for which the patent application was denied. May include data collection and evaluation, instruments, statistics, questionnaires and similar materials. Note: If a patent application is reviewed again prior to the end of the retention period and a patent is then issued, retention of the research data moves to "Research Data–Protectable Intellectual Property (Patent Issued)" (DAN 10-02-62200) and retention of the laboratory notebooks (or equivalent records) is moved to "Laboratory Notebooks–Patent Issued" (DAN 10-02-62201). Official Copy: Principal Investigator Retention and Disposition: Retain for 6 years after patent application denied, then destroy. Other Copies: Any Department Other Copies Retention and Disposition: Retain for 6 years after patent application denied, then destroy. DAN 10-02-62202 (Research and Sponsored Projects Records)
Research Data–Protectable Intellectual Property (Patent Issued) Provides a record of compiled research data gathered during the course of a research project that results in protectable intellectual property to which the University may have an ownership interest, regardless of whether or not the project is funded by a grant or contract. May include data collection and evaluation, instruments, statistics, questionnaires and similar materials. Note: If a patent is issued, retention of the laboratory notebooks (or equivalent records) is moved to the records series titled "Laboratory Notebooks–Patent Issued" (DAN 10-02-62201). Official Copy: Principal Investigator Retention and Disposition: Retain for 6 years after patent issued, then destroy. Other Copies: Any Department Other Copies Retention and Disposition: Retain for 6 years after patent issued, then destroy. DAN 10-02-62200 (Research and Sponsored Projects Records)
Unfunded Proposal File Provides a record of research proposals sent to sponsors and currently unfunded. Official Copy: Any Department Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy. DAN 11-12-63439 (Research and Sponsored Projects Records)