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<br />000219 <br /> <br />" <br />( <br /> <br />ATI.~HMENT C <br />Circular No. A-I02 <br /> <br />UNIFORM ADMINISTRATIVE REQUIREMENTS FOR GRANTS-IN-AID <br />TO STATE AND LOCAL GOVERNMENTS <br /> <br />RETENTION AND CUSTODIAL REQUIREMENTS FOR RECORDS <br /> <br />1. Federal grantor agencies shall not impose record retention <br />requirements over and above those established by the State or <br />local governments receiving Federal grants except that finan- <br />cial records, supporting documents, statistical records, and <br />all other records pertinent to a grant program shall be <br />retained for a period of three years, with the following <br />qualifications: <br /> <br />a. The records shall be retained beyond the three-year <br />period if audit findings have not been resolved. <br /> <br />b. Records for nonexpendable property which was acquired <br />with Federal grant funds shall be retained for three years <br />after its final disposition. <br /> <br />c. When grant records are transferred to or maintained <br />by the Federal grantor agency, the three-year retention <br />requirement is not applicable to the grantee. <br /> <br />2. The retention period starts from the date of the submission <br />of the final expenditure report or, for grants which are <br />renewed annually, from the date of the submission of the <br />annual expenditure report. <br /> <br />3. State and local governments should be authorized, by the <br />Federal grantor agency, if they so desire, to substitute <br />microfilm copies in lieu of original records. <br /> <br />4. The Federal grantor agency shall request transfer of <br />certain records to its custody from State and local govern- <br />ments when it determines that the records possess long-term <br />retention value. However, in order to avoid duplicate record- <br />keeping a Federal grantor agency may make arrangements with <br />State and local governments to retain any records which are <br />continuously needed for joint use. <br />