Records Management and Archives

University System of Georgia records retention policies and procedures

USG Records Retention Schedules

CATEGORY: Research

Total: 8   Sorted by title.

Animal Breeding and Management Records

Number:  0472-09-001

Description:  This series includes records relating to the care, management, and breeding of animals for research and teaching purposes.

Retention:  3 years.

Institutional Research Records

Number:  0472-09-002

Description:  This series documents the activities of institutional research projects including the review and approval process by institutional councils and boards. Research project include but are not limited to human, animal, or biosafety projects. Records may include: applications for approval by the review board; Protection of Human Subjects forms; Protection of Human Subject C Assurance/ Certification/Declaration forms; descriptions of protocol; signed consent forms; sample questionnaires or surveys; copies of grant proposals; review summaries; scientific evaluations that accompany the proposal; approved sample consent documents; statements of findings; progress reports; reports of injuries to subjects; records of attendance; actions of the committee; requests for approval to use animals; subsequent actions on the requests; applicant case files; agendas; minutes; reports; notes; working papers; funding summaries; award letters; and applications for research support.

Retention:  Minutes and final research reports: PERMANENT; Funding summaries and funded applications: 5 years; Records relating to research: Retain 3 years after completion of research. All other records: Retain 3 years.

Research and Teaching Drug Inventory Records

Number:  0472-09-003

Description:  This series documents the daily inventory of drugs and controlled substances held by units for clinical, instructional, and research uses. These records include daily shift inventory logs listing descriptions, quantities, and initials of pharmacists conducting the inventories.

Retention:  2 years.

Research Data (Human or Animal Subjects or Agriculture)

Number:  0472-09-004

Description:  This series documents the results of laboratory testing performed on humans, animals, or agricultural products. The reports may include but are not limited to: case numbers; details of tests, genetic trials, disease and pest management testing; test results; evaluations; and related data.

Retention:  Projects of major national or international significance, interest, or controversy, or where the principal investigator has a widely acknowledged influence on the area of scholarship: PERMANENT; Projects that are not of major significance but there are potential long-term affects: Retain 70 years after completion of project; Projects that are not of major significance and where the research does not have potential long term affects: 3 years after completion of research project.

Research Grant Proposal Development Records

Number:  0472-09-005

Description:  This series includes the administrative activities involved in the formulation and deliberations leading to application for funding and approval or commencement of research.

Retention:  Useful life.

Research Grant Records

Number:  0472-09-006

Description:  These records relate to funded research grant proposals and research activity associated with grant-funded projects. Examples of records include: supporting statistics, demographic data, draft proposals, suggested revisions, final proposals, forms, protocols, applications, research/activity reports, progress reports, and summary reports.

Retention:  Final research report: PERMANENT; All other records: 7 years after the end of the grant period.

Scientific Misconduct Records

Number:  0472-09-007

Description:  This series is used to provide a record of accusations of misconduct brought forward by or against faculty or students and relating to research projects. These records include accusation statements and inquiry committee findings.

Retention:  7 years after the expiration of the project or 1 year after litigation, whichever is longer.

Unfunded Research Grant Proposal Applications Records

Number:  0472-09-008

Description:  This series documents grant proposals developed by institutional units which have not been funded. This series may include but is not limited to: supporting statistics; demographic data; draft proposals; suggested revisions; and final proposals.

Retention:  Retain 2 year after submission.

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