Office of the Chief Information Officer

United States Department of Agriculture

Grant and Cooperative Agreement Records

Grant and cooperative agreement program management records. Records related to the coordination, implementation, execution, monitoring, and completion of grant and cooperative agreement programs, such as:

  • background files
  • Program Announcements
  • Notice of Funding Availability or Funding Opportunity Announcement, including Federal Register notices
  • Requests for Proposals
  • application packages (blank forms, instructions, guidelines, templates, checklists, evaluation criteria, etc. for a specific funding opportunity)
  • application evaluation files (panel composition, correspondence, instructions, etc. for a specific funding opportunity)
     

Retention

Destroy 3 years after final action is taken on the file, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.2, Item 010

Disposal Authority

DAA-GRS-2013-0008-0007

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Successful Application 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

Retention

Destroy 10 years after final action is taken on file, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.2, Item 020

Disposal Authority

DAA-GRS-2013-0008-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Unsuccessful Application 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

Retention

Destroy 3 years after final action is taken on file, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 1.2, Item 021

Disposal Authority

DAA-GRS-2013-0008-0006

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Final grant and cooperative agreement products or deliverables. The tangible result of a completed grant or cooperative agreement produced/delivered by the recipient to satisfy the purpose of the award.  These are maintained separately from other program records and may include materials such as a:

  • report, study, or publication
  • conference paper and/or presentation
  • book, journal article, or monograph
  • training material, educational aid, or curriculum content
  • plan, process, or analysis
  • database or dataset
  • audio, video, or still photography
  • website content or other Internet component
  • documentation related to any other kind of final product or deliverable (for example, documentation about a physical structure or element such as a building, kiosk, trail, or cabin; an instrument, device, or prototype)
  • software or computer code

Retention

Destroy when business use ceases.

GRS or Approved Records Schedule

GRS 1.2, Item 030

Disposal Authority

DAA-GRS-2013-0008-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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