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Frequently Asked Questions - Scheduling |
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- What if I can't find my records in the General Records Schedule (GRS)?
- Contact the Records Management Office by telephone or e-mail. One of the records analysts can work with you to create a Special Records Schedule. Special Records Schedules are created for precisely this situation. The analyst will consult with you to determine the proper retention period and disposition for your records. After these have been determined, and with the approval of your department head and the University Archivist, your new Special Records Schedule will have the same authority as the GRS.
- How long do I need to keep routine financial records?
- Most routine financial records are covered in the General Records Schedule under series 0455 (General Accounting Records) and 0465 (Sponsored Project Accounting Records), and must be retained for 4 and 6 years, respectively. However, since the official copies of many ADAPT records are imaged and kept by Central Administration, these retention periods may not apply to your records. The ACTTS (AP, Cash Management, Tax, Travel, and Sponsored Research) group in Central Administration, in cooperation with the Records Management Office, has prepared a policy and procedure statement for ADAPT-era financial records, entitled Documentation Retention Procedures for Common Financial Transactions that can be found at http://vpf-web.harvard.edu/documents/.
- Have a question that's not here?
- Let us know at rmo@hulmail.harvard.edu. We're always looking for questions to add to the list.
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