Records Retention

AmeriCorps Manual Main Page

All financial records, supporting documentation, statistical records, evaluation and performance data, member information, and personnel records must be retained for three years after the close of an AmeriCorps grant.

If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 3-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later.

All Materials Related to the Grants Process

  • NOFAs
  • RFPs or RFAs
  • all applications received (not just those funded)
  • all correspondence and notes from negotiations
  • score sheets
  • reviewer confidentiality/conflict of interest agreements
  • CNCS approvals of awards 

Grant Agreements and Contracts

  • Grants and contracts between State Commissions and grantees
  • Grants and contracts between National Programs and sites

Program Documents

  • Reports
  • Correspondence
  • Policy Statements

Monitoring Notes

  • Monitoring Reports
  • Site visit tools
  • Reports on site visits to grantees/sites

Official Correspondence

  • Letters on Other Matters