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3.16 Retention and Access Requirements for Records

Access to Records

The awarding agency, the Federal agency, the U.S. Department of Justice Office of the Inspector General, the Comptroller General of the United States, or any of their authorized representatives must have access to any pertinent books, documents, papers, or other records of recipients which are pertinent to the award, in order to make audits, examinations, excerpts, and transcripts.

  • The right of access must not be limited to the required retention period; it will last as long as the records are retained.
  • However, only under extraordinary and rare circumstances would such access include review of the true name of confidential informants or victims of crime.
  • When access to the true name of confidential informants or victims of crime is necessary, appropriate steps to protect this sensitive information must and will be taken by the recipient and awarding agency (see Chapter 3.12: Confidential Funds).
  • Any such access, other than under a court order or subpoena pursuant to a bona fide confidential investigation, must be approved by both the Office of Justice Programs Program Office Head and the Chief Financial Officer.