The Insider's Guide to Grantmaking: How Foundations Find, Fund, and Manage Effective Programs

Project File Documentation

The project file is the most overlooked aspect of relationships with both applicants and grantees. No program officer can possibly remember all of the important details of every project, especially when he or she is responsible for multiple projects, so recording them on paper or on disk is essential. Grants are legal contracts between the foundation and the grantee, so there are also good legal and fiduciary reasons to keep an up-to-date file on each project. The file serves as a key source of the data that enable the project to be properly evaluated, disseminated, or brought to scale. The file also is essential as a record of the project should the foundation be audited by the Internal Revenue Service, which can and ...