VCOM Institutional Policy and Procedure Manual

Research Records

3 years after submission of the final report on the research project, unless a longer period is specified by the sponsor OR unless contains proprietary data / potential IP. A minimum of 3 years after project completion, as required by 45 CFR 46.115. This retention period may be extended based on the specific provisions of 45 CFR 46.115. At least 6 years after a participant has signed an authorization; see 45 CFR 164.105(c)(2). A minimum of 3 years after project completion, or as directed by IACUC of record (9 CFR § 2.35). This retention period may be extended based on the specific provisions of 9 CFR § 2.35. Retained in accordance with 2 CFR 200.334, which generally requires a minimum of 3 years from the date of submission of the final expenditure report. Agency-specific requirements may necessitate longer retention periods. A minimum of 3 years post-final expenditure report, or according to sponsor-specific retention guidelines, whichever is longer. Retained for 3 years following the date that the final research expenditure report has been submitted to the sponsor, or for a longer period when specified by sponsor or VCOM (VCOM Policy R013). Refer to l42 CFR 50.604(i) if federal sponsor. At least 20 years from the patent filing date, or longer if needed for legal or business purposes.

Research data generated while individuals are pursuing research studies as faculty, staff, or students of VCOM, and data generated by visiting scholars utilizing the facilities of VCOM. Protocol records, recordation of meetings, correspondences with committee members and investigators, determination letters and official notices, alliance agreements.

Research Data

Research, Biomedical Affairs

Confidential Destruction or Retain in Office

IRB Records

Research

Confidential Destruction or Retain in Office

Identifiable Health Information

IRB Records involving HIPAA Authorizations and Waivers.

Research

Confidential Destruction

Copies of IACUC approvals and protocols on research that involves animals. Original files will be kept at the institution housing the animals and the IACUC board.

Animal Welfare

Research

Confidential Destruction or Retain in Office

All records related to federal awards, including grant agreements, cooperative agreements, contracts, and subawards, whether funded directly by a federal agency or indirectly through a pass through entity.

Federal Grants and Contracts

Research

Confidential Destruction or Retain in Office

Other Grants and Contracts

Industry, Foundation, and State-Sponsored Research Records.

Research

Confidential Destruction or Retain in Office

Records related to the identification, evaluation, and response to financial conflicts of interest in research. Patent and copyright files and data such as applications and related documents, correspondence with the USPTO, and any documents related to the invention's development, testing, or commercialization. Includes reports, correspondence, and related material. Documents derived from a master file or database in the form of statistics, reports, hard copy printouts, mailing lists, auto generated notifications and reminders, etc. Includes emails. These records will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. A record of actions and decisions of committees, councils, faculty and staff meetings. Includes minutes, agendas, notes, reports, etc. These records document the orders of business and proceedings of meetings held by departments, offices and other entities. A record of actions and decisions of committees, councils, faculty and staff meetings. Includes minutes, agendas, notes, reports, etc. These records document the orders of business and proceedings of meetings held by departments, offices and other entities. Records relating to the administrative arrangements for setting up meetings. Includes requests for agenda items, announcements of meetings, related correspondence/communications, and calendar invitations/responses.. Communications and postings that do not relate to the functional responsibility of an office (i.e., announcements of meetings, reservations, confirmations, itineraries, acknowledgements, form letter thank you notes, etc.). These records document events and event planning. These records may include but are not limited to notes, vendor information and correspondence, event programs and publicity, attendance data, correspondence, and accounts payable records. A waiver is the voluntary relinquishment of a known right and is executed prior to an activity. Waivers are requested of participants in voluntary activities that involve physical activity/sports, exposure to the elements, lab exposures, etc. These may include, but are not limited to, texts, slide presentations, or recordings of speeches and presentations. These files are usually an assembled mix of document types about a topic, project, or entity.These files are usually an assembled mix of document types about a topic, project, or entity.

Financial Conflict of Interest

Research

Confidential Destruction or Retain in Office

Intellectual Property Records

Research Research

Confidential Destruction or Retain in Office

At least 3 years after completion of the case

Research Misconduct Investigations

Confidential Destruction

Administrative and Management Records

Extracted Data

Various Departments

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Meeting Minutes

Various Departments

10 years

Confidential Destruction

Scheduling

Various Departments

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Correspondence

Various Departments

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Event Records

Various Departments

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Waivers

Various Departments

Creation date + 4 years

Confidential Destruction

Speeches and Presentations

Various Departments

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Project Files

Various Departments

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Records related to the commencement ceremony, including the program, planning details, photographs, videos, speeches, etc.

Commencement Records

Marketing, Student Affairs Registrar, Medical Education, Clinical Affairs

Permanent

Retain in Office

Block Schedules/Academic Year Calendars Course Listings and Course Descriptions

Permanent

Retain in Office

Registrar

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Organizational Charts

Charts depicting reporting lines in colleges/departments/offices Office of the Provost

Until superseded

Confidential Destruction or Retain in Office

Office of the Provost, Office of the President Office of the Provost, Office of the President

Handbooks

Includes Student, Faculty, and Staff Handbooks

7 years

Confidential Destruction

ByLaws

ByLaws for the Board of Directors or other college entities

Permanent

Retain in Office

Accreditation reports, working papers, and site visit records for accrediting bodies. May include documents and correspondence submitted to and received from accrediting agency.

Office of the Provost, Office of the President

Accreditation

Permanent

Retain in Office