File Maintenance

File Maintenance. Maintaining an efficient filing system is critical to the administration and monitoring of your project. A successful monitoring experience hinges on the quality with which the grantee maintains its filing system and the ease of obtaining information from those files. When establishing a file system, grantees should consider using two categories to set up their files: grant files and project files. The grant files should contain documentation and information that relate to the overall funding and administration of your project. The project files should contain specific documentation and information pertaining to the project and should be maintained for a minimum of five (5) years from grant closeout or for the period required as specified by governing regulations.