UW Research

Records and Documentation

Set up your award file at the start of the project. The more complex your project is, the more important an organized file becomes. Most projects span multiple years and involve many collaborators. Personnel may change during the project. Having clear project documentation sets you up for success to meet project requirements, deadlines and reporting. Include a calendar to help with completion of regular reports, invoicing and other scheduled tasks, and note your UW budget number Final Action Date.

The documentation used for proposal preparation and submission is the foundation of your project file. Review the sponsor’s program announcement and award documentation as you set up these files. They typically specify implementation and reporting requirements for the project.

Carefully review and implement records retention guidance from the UW Records Management Services.

Consider:

  • What information needs to be documented and retained (fiscal as well as non-fiscal)
  • How to document unusual circumstances
  • Who needs access to the files
  • How will you coordinate with other participants to obtain information for the file (co-investigators, subrecipients, etc.)
  • Project due dates (financial and programmatic reports, protocol renewals, deliverables, etc.)
  • Storage and security options that best fit your needs
  • Records are subject to audit. Be audit ready, review Guidelines for being Audit Ready